ACCOUNTING system for procurement

1. ACCOUNTING system for procurement

2. ACCOUNTING CYCLE • Receives Disbursement Vouchers from GSO together with supporting documents – 1 min per transaction • Tracking Numbers – required for Administrative Officers, Supply Officers, Dept. Heads, Suppliers to track their documents

3. Receiving personnel stamps ADV Nos, Type of Fund, Date received on the face of the voucher and to all supporting documents – 5-10 min/transaction • Encodes the ADV No. in the Document Tracking System – 1 min

4. Evaluates/Checks as to completeness of supporting documents, legality and appropriateness of the procurement/transaction • 20 min – 1 hr/ transaction • Gasoline – 1 hr – 2 hr/transaction • Infrastructure Vouchers – 1-2 hrs/transactions • Encodes the transaction in the ledger per supplier – 1 min

5. Submits document for review • Submits document to City Accountant for approval • Forward to releasing

6. Requirements/ Supporting Documents (COA CIRCULAR 2012-001) • Supplies, Rentals, Meals, Gasoline, Equipment, Vehicles and Accessories • Competitive Bidding • Alternative modes • Shopping • Small Value Procurement (SVP) • Emergency Case • Twice-Failed • Direct Contracting • Repeat Order

7. Competitive Bidding • Obligation Requests • Purchase Requests • BAC Resolution for mode of procurement duly approved by LCE • For Procurement of more than 2M – Minutes of Pre-Procurement Conference

8. For procurement of more than 1M – Minutes of Pre-Bid Conference • Invitation to Bid – Philgeps Posting or Newspaper Publication • Bidder’s Technical Documents – esp. Bidder’s Bond • Bidder’s Financial Proposal • Minutes of Bid Opening

9. Abstract of Bids • BAC Certification for Results of Eligibility Screening • Post Qualification Report • Bid Evaluation Report • BAC Resolution Declaring Winning Bidder – duly approved by LCE • Notice of Award

10. Notice to Proceed – indicating receipt by the supplier • Performance Security – before signing the Purchase Order (supplier) • Cash Bond – 5% of contract price • Bank Guarantee – 5 % of contract price • Surety Bond – 30% of contract price

11. Print-out copy of posting of Notice of Award, Notice to Proceed and Contract of Award in the Philgeps • Warranty Security against manufacturing defects (patent and latent defects) – 10 % of total contract price • Bank Guarantee • Authorization to deduct retention

12. Note : Warranty Security • Minimum period of three (3) months, in the case of expendable supplies, or a minimum of one (1) year in the case of non-expendable supplies, AFTER ACCEPTANCE by the procuring entity of the delivered supplies

13. Acceptance & Inspection Report- Date received must be the actual date when goods where received • Charge Invoices • For PPE • Property Issuance Slip • Property Acknowledgment Receipt • For Inventories • Property Issuance Slip • Inventory Custodian Slip • For Supplies • Utilization Report

14. Evidence of Invitation of three (3) observers in all stages of the procurement process pursuant to section 13.1 of the Revised IRR of R.A. # 9184

15. Alternative Modes • Shopping, SVP, Repeat Order, Twice-Failed Bidding, Emergency Case • Purchase Requests • Purchase Orders • BAC Resolution for mode of Procurement • Canvass – at least 3 eligible suppliers • Abstract of Canvass • BAC Resolution recommending award of contract duly approved by LCE

16. Statement of prospective bidder that it is not blacklisted or barred from bidding by the Gov’t or any of its agencies, offices, corporations or LGU’s – refer to BAC Secretariat for format • Sworn Affidavit of the Bidder that it is not related to the Head of Procuring Entity (HOPE) by consanguinity or affinity up to the third civil degree – refer to BAC Secretariat for format

17. TWICE FailedBIDDINGS • Additional Requirements • Certification of BAC on the failure of competitive bidding for the second time • Performance Security • Warranty Security

18. Emergency Case • Additional Requirement • Justification as to the necessity of the purchase

19. DIRECT CONTRACTING • Justification for the necessity of the procurement that can only be done through Direct Contracting • BAC Resolution duly approved by LCE for Mode of Procurement • BAC Resolution which states that: • Study/survey has been done to determine that there are no sub-dealers selling at lower prices and for which no suitable substitute can be obtained at more advantageous terms to the gov’t

20. Result of BAC survey (confirmation of exclusivity) • Copy of letter to selected supplier to submit a price quotation and conditions of sale • Certificate of Exclusive Distributorship issued by the principal under oath and authenticated by the embassy/consulate nearest the place of the principal, in case of foreign suppliers

21. Mayor’s Permit • Performance bond • Warranty Security

22. REPEAT ORDER • Copy of the Original Contract used as basis for repeat order indicating that the original contract was awarded through public bidding

23. Certification from the Purchasing Department/Office that the supplier has complied with all the requirements under the original contract • Performance Security • Warranty Security

24. CONDITIONS FOR Repeat Order • Unit prices must be the same or lower than those in the original contract, provided such prices are still the most advantageous to the gov’t after price verification • The repeat order will not result in splitting of contracts, requisitions, or purchase orders, as provided for in Sec. 54.1 of the Revised IRR of R.A. 9184

25. Except in cases duly approved by the GPPB, availed only within six (6) months from the contract effectivity date stated in the Notice to Proceed arising from the original contract, and • Repeat order shall not exceed 25 % of the quantity of each item in the original contract

26. Additional Requirements for Particular Procurement • Vehicles • Brochures – technical specifications • GSIS Insurance Policy • LTO OR and Certificate of Registration • Repair and maintenance of vehicles

27. Latest/updated Vehicle Ledger – history of repair • Pre-repair evaluation report and approved detailed plans by the agency showing in sufficient detail the scope of work/extent of repair to be done • Waste Materials Report • Post Repair Inspection • Certificate of Acceptance

28. Drugs & Medicines • Certificate of Product Registration from FDA • Certificate of Good Manufacturing Practice from FDA • Batch Release Certificate from FDA • List of Expiry dates duly signed by GSO Inspector and CHO Pharmacist • License to Operate

29. MEALS • Representation Expense - meetings • Agenda • Minutes of the Meeting • Attendance Sheets – duly certified correct • Training Expense • Program Design • Attendance Sheets

30. Number of participants and menu – indicated in the purchase request and canvass • Note: per LFC Res # 006-10 Series of 2010 • Maximum amount allowed per participant/employee • Meals (lunch, dinner) – P 250.00 • Snacks – P 75.00

31. Lugaw • Schedule of Pakaon • Billing Statement/Invoice • Delivery Receipts • Acknowledgment from the Brgy. Captain that lugaw was served in their area

32. Uniforms/Shirts • Sample Cloth • Uniform/Shirt Design • Program Design • Distribution List – duly signed by recipients and certified correct by Dept. Head/Administrative Officer

33. Publication/Advertising • Affidavit of Publication • Copy of Published Issue • Bill/Statement of Account • CD in case of TV/Radio Commercial

34. Rental Contracts – Privately owned office/building • Complete copy of the building floor plans indicating in shaded colors the rentable space • Copy of Certificate of Occupancy of the building or appropriate approved documents showing the date the building was constructed or age of the building

35. Complete description of the building as to type, kind and class, including its component parts and equipment facilities such as, but not limited to, parking areas, elevators, air-conditioning systems, firefighting equipments, etc. • Copy of the Master of Deed Declaration

36. List of prevailing comparable property within the vicinity • Vicinity Map • Request for payment • Bill/Invoices

37. Rental Contracts - Equipment • Agency evaluation of equipment utilization • Pertinent data of area of operation • Daily Equipment Utilization Report • Pictures of the Activity/Project • Billing Statment

38. Certificate of Completion (if project was implemented in the Brgy – it should be signed by the Brgy. Captain) • Accomplishment Report • List of vehicles/equipment rented

39. Gasoline • OBR, P.R., P.O. – same period as the bills/invoices • GASTA • Statement of Accounts • Summary List of Gasoline Consumption • note: P.O. must be applicable only for the quarter canvassed/bidded

40. Garbage Collection & Disposal • Complete description/specifications (brand name, model, make/country of origin, hp, piston displacement, capacity) and number of units of dump trucks to be used • Complete descriptions/specifications (age condition, brand, etc) and number of units of all other equipments to be used

41. Appropriate approved documents containing the terms and conditions, whether operated or bare rental for heavy equipment, whether per trip or package deal; and other relevant condition • The designated dumpsite/location • Measurement in kilometers of the total distance covered by one (1) complete route for all the required routes to be travelled

42. Estimated volume in cubic meters of garbage to be hauled from area of operation, including the basis for such estimates • Accomplishment Report • Request for payment • Contractor’s Bill • Certificate of Acceptance • Record of Attendance/Service

43. HaulingTrips Summary • Summary of Garbage Collection Accomplishment • Delivery Receipts of Hauling Accomplishments • Delivery Receipts • Price Range of Hauling Services

44. JEEP RENTAL (LUGAW) • Delivery Receipts • Statements of Accounts • Schedule of Pakaon • Acknowledgment by the Brgy. Captain that lugaw was served in their area • Summary of Delivery – indicate place and plate number

45. withdrawal • Bidder’s bond • Original Official Receipt • If winning bidder • Signed Purchase Order • Performance Bond • If losing bidder • Waiver from supplier to request for reconsideration • BAC Certification (losing bidder)

46. Performance bond • Performance Bond • Original Official Receipt • Certificate of Acceptace/Cert. Photocopy of Acceptance & Inspection Report

47. Retention money • Photocopy of paid voucher or indicate ADV Number/Check Number • Certification that supplies were fully utilized/consumed and found free from patent and latent defects / post completion reports & inspection report by CEO that construction has no defects – Infra Projects.

48. INFRASTRUCTURE(1st and final billing) • Pictures of the Project • Obr – original copy • Letter to COA – 100% completed • Statement of Work Accomplished and Time Elapsed • Materials Inspection Report • Bar Graph Schedule and S-Curve • Project Accomplishment Statement

49. Post Completion Report • Form 171 – Project Inspection Report • Infrastructure Contract • Contractor’s Affidavit • Notice of Award • Notice to Proceed • Letter request from supplier for inspection and billing • Post Qualification Report • Bid Evaluation Report • Invitation to Bid • Abstract of Bids

50. Revised Program of Works • Performance Bond • Bidder’s Bond • BAC Resolution to Award • BAC Certificate of Eligibility • Sketch Plan • Bid Proposal/Detailed Estimates • Change Order/Itemized Revision (if any) • Letter Request of Change Order (if needed)