POLICIES AND PROCEDURES

DEPARTMENT:MARKET GROUP EFFECTIVE DATE:

SUBJECT:
P&P No.:
PRIMARK MARKET – BUSINESS PROCESS FLOW

PREPARED BY: APPROVED BY

Amy Tecson Ben S. Lua Wilbert T. Lee

Market Group – Head COO CEO/President

I. POLICY STATEMENT

Upon acquisition of site, this policy is aimed to guide the Market Group and its members the
process of awarding the lease premises to Market Vendors.

Strict implementation and compliance on this policy shall have to be observed.

II. POLICY GUIDELINES AND CONDITIONS

STEP 1: MASTERLIST

Gathering and Creation of Masterlist of all market vendors per Market Site containing the following
vital information:

I. INFORMATION and DATA GATHERING

1.1 Full Name

1.2 Stall No. / Location Code
1.3 Merchandise / Category or Section
1.4 SQM
1.5 Monthly Rental Fee
1.6 Contact
1.7 Clearance (If applicable)

II. REGISTRATION of data gathered

Duration: 5 Minutes
Man Power: 1

STEP 2: VERIFICATION

Double check the names indicated in the Masterlist, vis-à-vis a Certification signed and endorsed by
LGU/Market Master. To ensure validity and eligibility, the following shall be made:

II.1 Validation of member being a bonafide market vendor

2.2 Submission of required documents for Tenant’s 201 file:

a. DTI
b. Business/Mayor’s Permit
c. TIN
d. Valid ID (Photocopy – 5 copies)
e. Pictures 2” x2” = 5 pcs
f. Proof of Billing

Duration: 10 Minutes
Man Power: At least 2
 STEP 3: AWARDING

Awarding of Space or Lease Premises

3.1Preparation of Basic Lease Terms and Conditions, Floor Layout, House Rules or Market Code
3.2 Assessment of Fees and Charges
3.3 Issuance of Order of Payment

Duration: 15 Minutes
Man Power: At least 4

STEP 4: PAYMENT

4.1 Proceed to Cashier and present SOA

4.2 Payment of Fees:

a. Rental Fee
b. Security Deposit,
c. Advance Rental
d. Joining Fee
e. Documentary Stamps
f. Other Charges

Duration: 10 Minutes
Man Power: At least 2

STEP 5: CONTRACT SIGNING

1.1 Distribution and signing of the following pertinent lease documents:

a. Contract of Lease signing, five (5) sets. For distribution to the following departments:

i. Leasing
ii. Accounting
iii. Tenant
iv. Notary Public (2 sets)

b. Market House Rules and Regulations

c. Acknowledgement Oath or “Pag-sangayon”
d. Floor Layout signifying the awarded area/s
e. Lease Space Turnover Form

5.2 Validation and Authentication of the above mentioned documents

Duration: 15 Minutes
Man Power: At least 2

STEP 6: PRISM

1. Input and encoding of Data/s

Duration: 5 Minutes
Man Power: At least 1

STEP 7: PHOTO OPPORTUNITY

1. Reflecting the following information on TEMPLATE/NAME PLATE:

a. Name
b. Stall Number/s,
c. Section or Category
d. Date
e. Signature of Tenant

Duration: 5 Minutes
 Man Power: At least 1

STEP 8: PHYSICAL TURN OVER OF SPACE

1. Hand over and physical turn-over of lease premises at market site

2. Check list of lease premises inventory
3. Physical acceptance of the awarded lease premises/stall space/s

Duration: 10 Minutes
Man Power: At least 2

STEP 9: NOTARIZATION

1. Issuance of Notarized copy of Contract of Lease

Duration: 5 Minutes
Man Power: At least 2

STEP 10: DISTRIBUTION OF NOTARIZED CONTRACT OF LEASE

Distribution of the signed and notarized contract to the following, one set each:

1. Market Vendor
2. Lease Marketing
3. Accounting
4. Legal
5. Lease Admin

Duration: 2 Minutes
Man Power: At least 1

STEP 11: START OF SELLING ACTIVITY

DURATION MAN POWER

STEP 1 : MASTERLIST 5 minutes 1

STEP 2 : VERIFICATION 10 minutes 2
STEP 3 : AWARDING 15 minutes 4
STEP 4 : PAYMENT 10 minutes 2
STEP 5 : CONTRACT SIGNING 15 minutes 2
STEP 6 : PRISM 5 minutes 1
STEP 7 : PHOTO OPPORTUNITY 5 minutes 1
STEP 8 : PHYSICAL TURN-OVER OF SPACE 10 minutes 2
STEP 9 : NOTARIZATION 5 minutes 2
STEP 10 : DISTRIBUTION OF NOTARIZED COL 2 minutes 1
STEP 11 : START OF SELLING ACTIVITY

ESTIMATED DURATION FOR AWARDING : 82 Minutes

EXPECTED MAN POWER FOR AWARDING : 18 Counts