REGIONAL FIELD SERVICES MENU

 



16. Disbursements

 Payments to Suppliers, Utilities & Statutory Requirements

RESPONSIBLE UNIT

Finance Division 

Who may avail:

Suppliers / Government Institutions / Business Entities

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

For payments of Goods & Services  / Communications / Utilities – Business / Government

Cash / Check

Cashier – Finance Division

Authorization Letter as company representative

To be presented by claimant

Original and 1 copy Valid ID of authorized representative with signature

To be presented by claimant

Copy of Valid ID of authorizing officer

To be presented by claimant

Official Receipt (original)

To be issued by Payee/claimant

2 copies BIR Form 2306 and 2307

Cashier – Finance Division

Warrant Register Form No. 195

Cashier – Finance Division

For payments of Goods & Services  / Communications / Utilities – Individual / Citizen

Cash / Check

Cashier – Finance Division

Original and 1 photocopy of valid ID copy with signature

To be presented by claimant

Warrant Register Form No. 195

Cashier – Finance Division

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Call NDA hotline and connect to Cashier local line to inquire availability of cash/check for collection

  1. Verify availability of check and provide feedback to client

None

5 minutes

Cashier

Finance Division

2. Personally collect cash/check in Cashier’s window

  1. Submit the required documents to the Cashier for verification
  1. Assess the documents presented by the claimant
  2. Secure copy of authorization letter
  3. Secure copies of Valid IDs (authorizing officer and representative)

None

15 minutes

Cashier

Finance Division

3. Sign the following:

  1. Warrant Register – Date of Claim, Printed  Name and Signature
  2. Disbursement Vouchers – Printed name and signature, date received, Official Receipt No. and date issued
  1. Ensure claimant signs the warrant register and the 2 copies of Disbursement Vouchers

None

15 minutes

Cashier

Finance Division

  1. Issue Official Receipt for the collection
  1. Ensure accuracy of information written in the Official Receipt issued by claimant

None

15 minutes

Cashier

Finance Division

  1. Receive the cash/check
  1. Issue cash/check payment

None

5 minutes

Cashier

Finance Division

  1. Obtain copy of BIR Form 2306 & 2307 (as needed)
  1. Issue copy of BIR Form 2306 & 2307 (as needed)

None

5 minutes

Cashier

Finance Division

TOTAL

None

1 hour

 

17.Collections 

  1. Collection of payments from the agency’s external clients (i.e. suppliers, farmers, etc).

RESPONSIBLE UNIT

Finance Division 

Who may avail:

Dairy Farmers/Entities     

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

Collection Order (2 copies)

Accounting Unit - Finance Division

Statement of Account (1 copy) / any documents needed to process collection

Regional Loan Officers / Credit Officer IV/ BAC

Official Receipt (triplicate copies)  

Cashier – Finance Division

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Receipt of Statement of Account for the loan / services / item / transaction availed or any documents needed to process the collection

  1. Provide/send Statement of Account (SOA) to client(s);

 

1.1 Office rentals/ transactions made by the Central Office/

1.2 Loan accounts

None

 

 

 

 

30 minutes

*issued at least quarterly or as needed

*process is in Regional Offices

 

 

 

Credit Officer IV Finance Division

 

Regional Loan Officers

Regional Departments

  1. Obtain 1 copy of Collection Order issued by the Accounting Unit.
  1. Advise the client to secure Collection Order from Accounting unit of Finance Division one copy of it will be retained to the accounting unit.

 

  1. Verify documents presented for payment and issue Collection Order

None

 

15 minutes

 

 

Cashier & Accounting Staff

Finance Division

  1. Proceed to the Cashier window to give the following:

 

  1. Accomplished Collection Order 
  2. Cash or check payment

 

  1. Receive payment and Collection Order from client

None

5 minutes

Cashier

Finance Division

  1. Receipt of Official Receipt
  1. For cash payment, immediately issue white copy of Official Receipt
  2. For check payment, give the accomplished collection order and advise client to pick-up Official Receipt after check clearing. Just present and give the original copy of the accomplished Collection Order at the time of payment.

None

30 minutes

Cashier

Finance Division

TOTAL

None

50 minutes

*30minutes for issuance of SOA is excluded since the process is Collection)

 

 

  1. Procurement of Goods and Services

Process of finding and agreeing to terms, and services, or works from external source, often via a tendering or competitive bidding process. 

  1. Procurement of Goods and Services for ABC amounting to PHP50,000 and below
RESPONSIBLE UNIT Finance & Admin. Division

Who may avail:

Suppliers / NDA End-users

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1 original copy of Purchase Requisition Slip (PRS)

Finance & Admin. Division

2 copies of Purchase Request (PR) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Purchase Order (PO) or Job Order (JO) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Budget Utilization Requisition Slip (BURS) (1 original, 1 duplicate)

Finance & Admin. Division

1 original copy of Request for Quotation (RFQ)

Finance & Admin. Division

1 original copy of Abstract of Canvass (AOC)

Finance & Admin. Division

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

  1. Submits one (1) copy of PRS
  1. Reviews and approves PRS

 

None

5 minutes

End-user’s Division Chief

 

  1. Submits approved PRS
  1. Prepares two (2) copies of PR

None

15 minutes

End User

  1. Submits accomplished PR for budget approval
  1. Reviews and earmarks budget allocation stated in PR

None

5 minutes

Budget Officer

Finance Division

  1. Submits PR earmarked by Budget Officer

4.1 Prepares RFQ

None

5 minutes

Procurement Officer

Administrative Division

None

  1. Send invites to at least three (3) prospective suppliers of goods or services

None

4 hours

Procurement Officer

Administrative Division

None

4.3 Prepares AOC

None

1 hour

Procurement Officer

Administrative Division

None

4.4 Prepares PO/ JO

None

1 hour

Procurement Officer

Administrative Division

None

  1. Secures approval of PO/ JO

None

5 minutes

Procurement Officer

Administrative Division

None

  1. Reviews and approves PO/JO

None

15 minutes

Administrator

None

  1. Issues PO/ JO to supplier of goods ordered or services contracted for confirmation and signature.

None

1 hour

Procurement Officer

Administrative Division

None

  1. Purchase/ pick-up goods / contact service provider

None

1 day

Procurement Officer

Administrative Division

  1. Inspect/ receives goods and/or services
  1. Prepares inspection and acceptance of goods and/or services

None

30 minutes

End-user

TOTAL

None

1 day, 8 hours & 20 minutes

 

  1. Procurement of Goods and Services for ABC amounting to PHP50,000 to PHP1M

 

Who may avail:

Suppliers / NDA End-users

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

2 copies of Purchase Request (PR) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Purchase Order (PO) or Job Order (JO) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Budget Utilization Requisition Slip (BURS) (1 original, 1 duplicate)

Finance & Admin. Division

1 original copy of Request for Quotation (RFQ)

Bids and Awards Committee – BAC Secretariat

1 original copy of Abstract of Canvass (AOC)

Bids and Awards Committee – BAC Secretariat

2 copies of Notice of Award (NOA) (1 original, 1 duplicate)

Bids and Awards Committee

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

  1. Endorses one (1) copy of approved PR and other necessary documents

1.1 Examine completeness of submitted documents

 

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

1.2 Prepares RFQ

 

1.3 Post RFQ in PhilGEPS Portal

None

3 days for Small Value Procurement

BAC Secretariat

Bids and Awards Committee

None

1.4 Prepares AOC to be forwarded to Technical Working Group for technical specification and evaluation

None

3 hours

BAC Secretariat

Bids and Awards Committee

None

1.5 Review quotations submitted by suppliers

1.6 Prepares Evaluation Report for endorsement to BAC for action

None

7 calendar days

Technical Working Group (TWG)

Bids and Awards Committee

 

End-users

None

1.7  Reviews the technical evaluation report

1.8  Prepares BAC Resolution recommending approval and NOA to the Management

None

2 calendar days

BAC Members

Bids and Awards Committee

None

  1. Reviews and sign approval to the NOA

None

1 hour

Head of the Procuring Entity

Office of the Administrator

2. Facilitates preparation and signing of BURS/ PO/ JO

  1. Issues PO/ JO to supplier of goods ordered or services contracted for confirmation and signature.

None

1 calendar day

Procurement Officer

Administrative Division

None

  1. Purchase/ pick-up goods / contact service provider

None

1 day

Procurement Officer

Administrative Division

3. Inspect/ receives goods and/or services

  1. Prepares inspection and acceptance of goods and/or services

None

30 minutes

End-user

TOTAL

None

14 days, 5 hours & 30 minutes

 

  1. Procurement of Goods and Services for ABC amounting to PHP1M and up

Procurement of goods and services amounting to PHP1M and up requiring the conduct of public bidding under the Republic Act No. 9184, otherwise known as the "Government Procurement Reform Act" 

  1. For Good 

RESPONSIBLE UNIT

Administrative Division  

Who may avail:

Suppliers of Goods and Services      

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

PhilGEPS and Website Posting (1 copy)

Bids and Awards Committee (BAC)

MISD

Pre-Bid Attendance Sheet (1 copy)

Bids and Awards Committee (BAC)

ABC and Source of Funds (1 copy)

Bids and Awards Committee (BAC)

Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)

Bids and Awards Committee (BAC)

Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)

Bids and Awards Committee (BAC)

Technical Specifications (1 copy)

Bids and Awards Committee (BAC)

Form of bid, price form and list of goods or bill of quantities (1 copy)

Bids and Awards Committee (BAC)

Delivery time or completion schedule (1 copy)

Bids and Awards Committee (BAC)

Form, amount and validity period of bid security (1 copy)

Bids and Awards Committee (BAC)

Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)

Bids and Awards Committee (BAC)

Legal Documents (1 photocopy):

1. Registration Certificate from DTI/SEC Registration

2. Valid/Current Mayor's Permit/Municipal License

3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR

Bidder (submit to BAC)

Technical Documents (1 original, 2 photocopies):

1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and

2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents

Bidder (submit to BAC)

Financial Documents (1 original, 2 photocopies):

1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR

2. Net Financial Contracting Capacity (NFCC) at least = ABC

Bidder (submit to BAC)

BAC Resolution (1 copy)

Bids and Awards Committee (BAC)

Notice of Award (1 original. 1 photocopy)

Bids and Awards Committee (BAC)

Proof of Performance Bond (1 original, 1 photocopy)

Bids and Awards Committee (BAC)

Contract (9 original copies)

Legal Unit

Notice to Proceed (1 original, 1 photocopy)

Bids and Awards Committee (BAC)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Endorses one (1) copy of approved PR and other necessary documents

  1. Examine completeness of submitted documents

 

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

  1. Conduct Pre-procurement Conference

None

1 CD

BAC Members

BAC Secretariat

2. Log-in at PhilGEPS to view Bid Requirements

  1. Post advertisement thru PhilGEPS and Website

None

7 CD

BAC Secretariat

MIS Officer

3. Attendance to Pre-bid Conference

 

3.1. Pay Tender of Documents to the Cashier

  1. Conduct Pre-bid Conference

 

 

3.1. Issuance of Tender of Documents

See table below (standard rates of bidding documents)

1-33 CD

*+12 CD in between

BAC Members

BAC Secretariat

4. Attendance to Opening of Bid/Submit Bid Documents

4.1. Deadline of Submission/Bid Opening

None

1-45 CD

BAC Members

BAC Secretariat

 

None

  1. Bid Evaluation

None

1-7  CD

None

  1. Post-qualification

None

2-45 CD

None

  1. Approval of BAC Resolution/Issuance of Notice of Award

None

  1. D

5. Posting of Performance Bond

  1. Receipt of Proof of Payment of Performance Bond

None

Admin. Staff

6. Signing of Contract

  1. Contract Preparation and Signing

None

1-10 CD

BAC Secretariat

HOPE

Winning Bidder

None

  1. Approval of Contract by Higher Authority

None

2-20 CD       (if necessary)

HOPE

7. Receipt of Notice to Proceed

  1. Issuance of Notice to Proceed

None

1-7 CD

Admin. Staff

8. Delivery of Goods per Contract

  1. Contract Implementation

None

Winning Bidder

TOTAL

See table below (standard rates of bidding documents)

26 Calendar Days - Earliest Possible Time

 

136 Calendar Days-Maximum Period Allowed

 

*per IRR RA 9184 Procurement Act

Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

 

           
  1. For Infrastructur 

RESPONSIBLE UNIT

Administrative Division  

Classification:

Highly Technical

Type of Transaction:

G2C – Government to Citizen

G2B - Government to Business

G2G – Government to Government

Who may avail:

Contractors       

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

PhilGEPS and Website Posting (1 copy)

Bids and Awards Committee (BAC)

MISD

Pre-Bid Attendance Sheet (1 copy)

Bids and Awards Committee (BAC)

ABC and Source of Funds (1 copy)

Bids and Awards Committee (BAC)

Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)

Bids and Awards Committee (BAC)

Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)

Bids and Awards Committee (BAC)

Scope of work for services (1 copy)

Bids and Awards Committee (BAC)

Technical Specifications (1 copy)

Bids and Awards Committee (BAC)

Form of bid, price form and list of goods or bill of quantities (1 copy)

Bids and Awards Committee (BAC)

Delivery time or completion schedule (1 copy)

Bids and Awards Committee (BAC)

Form, amount and validity period of bid security (1 copy)

Bids and Awards Committee (BAC)

Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)

Bids and Awards Committee (BAC)

Legal Documents (1 photocopy):

1. Registration Certificate from DTI/SEC Registration

2. Valid/Current Mayor's Permit/Municipal License

3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR

Bids and Awards Committee (BAC)

Technical Documents (1 original, 2 photocopies):

1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and

2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents

Bids and Awards Committee (BAC)

Financial Documents (1 original, 2 photocopies):

1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR

2. Net Financial Contracting Capacity (NFCC) at least = ABC

Bids and Awards Committee (BAC)

BAC Resolution (1 copy)

Bids and Awards Committee (BAC)

Notice of Award (1 copy)

Bids and Awards Committee (BAC)

Proof of Performance Bond(1 copy)

Bids and Awards Committee (BAC)

Contract (9 original copies)

Legal Unit

Notice to Proceed (1 copy)

Bids and Awards Committee (BAC)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Endorses one (1) copy of approved PR and other necessary documents

  1. Examine completeness of submitted documents

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

  1. Conduct Pre-procurement Conference

None

1 CD

BAC Members

BAC Secretariat

  1. Log-in at PhilGEPS to view Bid Requirements
  1. Post advertisement thru PhilGEPS and Website

None

7 CD

BAC Secretariat

MIS Officer

  1. Attendance to Pre-bid Conference
    1. Pay Tender of Documents to the Cashier
  1. Conduct Pre-bid Conference

 

  1. Issuance of Tender of Documents

See table below (standard rates of bidding documents)

1-40 CD

 

BAC Members

BAC Secretariat

  1. Attendance to Opening of Bid/Submit Bid Documents
  1. Deadline of Submission/Bid Opening

None

12 CD

BAC Members

BAC Secretariat

 

None

  1. Bid Opening

None

1-15  CD

None

  1. Post-qualification

 

2-45 CD

+1-15 CD in between

None

  1. Approval of BAC Resolution/Issuance of Notice of Award

None

  1. D
  1. Posting of Performance Bond
  1. Receipt of Proof of Payment of Performance Bond

None

Admin. Staff

  1. Signing of Contract
  1. Contract Preparation and Signing

None

1-10 CD

BAC Secretariat

HOPE

Winning Bidder

None

  1. Approval of Contract by Higher Authority (if necessary)

None

20-30 CD

HOPE

  1. Receipt of Notice to Proceed
  1. Issuance of Notice to Proceed

None

1-7 CD

Admin. Staff

  1. Delivery of services
  1. Contract Implementation

None

Winning Bidder

TOTAL

See table below (standard rates of bidding documents)

26 Calendar Days - Earliest Possible Time

 

136 Calendar Days-Maximum Period Allowed

 

*per IRR RA 9184 Procurement Act

Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

 

  1. For Consulting 

R

RESPONSIBLE UNIT

Administrative Division  

 
 

Who may avail:

Contractors       

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

PhilGEPS and Website Posting (1 copy)

Bids and Awards Committee (BAC)

MISD

Pre-Bid Attendance Sheet (1 copy)

Bids and Awards Committee (BAC)

ABC and Source of Funds (1 copy)

Bids and Awards Committee (BAC)

Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)

Bids and Awards Committee (BAC)

Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)

Bids and Awards Committee (BAC)

Scope of work for services (1 copy)

Bids and Awards Committee (BAC)

Technical Specifications (1 copy)

Bids and Awards Committee (BAC)

Delivery time or completion schedule (1 copy)

Bids and Awards Committee (BAC)

Form, amount and validity period of bid security (1 copy)

Bids and Awards Committee (BAC)

Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)

Bids and Awards Committee (BAC)

Legal Documents (1 photocopy):

1. Registration Certificate from DTI/SEC Registration

2. Valid/Current Mayor's Permit/Municipal License

3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR

Bids and Awards Committee (BAC)

Technical Documents (1 original, 2 photocopies):

1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and

2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents

Bids and Awards Committee (BAC)

Financial Documents (1 original, 2 photocopies):

1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR

2. Net Financial Contracting Capacity (NFCC) at least = ABC

Bids and Awards Committee (BAC)

BAC Resolution (1 copy)

Bids and Awards Committee (BAC)

Notice of Award (1 original. 1 photocopy)

Bids and Awards Committee (BAC)

Proof of Performance Bond (1 copy)

Bids and Awards Committee (BAC)

Contract (9 original copies)

Legal Unit

Notice to Proceed (1 original. 1 photocopy)

Bids and Awards Committee (BAC)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

  1. Endorses one (1) copy of approved PR and other necessary documents
  1. Examine completeness of submitted documents

 

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

  1. Conduct Pre-procurement Conference

None

1 CD

BAC Members

BAC Secretariat

  1. Log-in at PhilGEPS to view Bid Requirements
    1. Submit Expression of Interest
  1. Advertisement / Posting of Request for Expression of Interest

None

7 CD

+7 CD in between

BAC Secretariat

MIS Officer

None

  1. Eligibility Check/Shortlisting

None

1-20 CD

 

BAC Members

BAC Secretariat

TWG

Bidders

Observers

  1. Attendance to Pre-bid Conference
  1. Conduct Pre-bid Conference

See table below (standard rates of bidding documents)

1-50 CD

  1. Attendance to Opening of Bid / Submit Bid Documents
  1. Deadline of Submission/Bid Opening

None

12 CD

BAC Members

BAC Secretariat

Bidders

None

  1. Bid Evaluation

None

1-21  CD

BAC Members

BAC Secretariat

TWG

None

  1. Approval of Banking by the HOPE

None

1-2 CD

HOPE

  1. Receipt of Notice of Negotiation
  1. Notice of Negotiation

None

1-3 CD

BAC Secretariat

  1. Negotiation
  1. Negotiation

None

1-10 CD

BAC Members Winning Bidder

None

  1. Post-qualification

None

2-30 CD

BAC Members

None

  1. Approval of BAC Resolution / Issuance of Notice of Award

None

1-15 CD

BAC Members Secretariat

Admin. Staff

  1. Posting of Performance Bond
  1. Receipt of Proof of Payment of Performance Bond

None

Admin. Staff

  1. Contract Signing
  1. Contract Preparation and Signing

None

1-10 CD

BAC Secretariat HOPE

Winning Bidder

None

  1. Approval of Contract by Higher Authority (if necessary)

None

1-20 or 30 CD

HOPE

  1. Receipt of Notice to Proceed
  1. Issuance of Notice to Proceed

None

1-7 CD

Admin. Staff

  1. Delivery of Consultancy Services
  1. Contract Implementation

None

Winning Bidder

TOTAL

See table below (standard rates of bidding documents)

26 Calendar Days - Earliest Possible Time

 

136 Calendar Days-Maximum Period Allowed

 

*per IRR RA 9184 Procurement Act

Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

 

           

Standard Rates of Bidding Documents:

The cost of bidding documents shall correspond to the ABC range as indicated in the table below. This shall be the maximum amount of fee that procuring entities can set for the acquisition of bidding documents.

Approved Budget for the Contract

Maximum Cost of Bidding Documents (in Philippine Peso)

500,000 and below 500.00

500.00

More than 500,000 up to 1 Million

1,000.00

More than 1 Million up to 5 Million

5,000.00

More than 5 Million up to 10 Million

10,000.00

More than 10 Million up to 50 Million

25,000.00

More than 50 Million up to 500 Million

50,000.00

More than 500 Million

75,000.00

  1. Inspection of Goods and Services

Receipt and disposition of goods and/or services validly puchased/contracted by the agency. 

RESPONSIBLE UNIT:

Administrative Division

Type of Transaction:

G2B – Government to Business

G2G – Government to Government

Who may avail:

Supplier of Goods and/or Services / NDA End-users

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1 original copy of Delivery Receipt/ Sales Invoice

Supplier of Goods/Services

2 copies of Inspection and Acceptance Report (1 original, 1 duplicate)

Administrative Division

1 original copy of Material Requisition Form

Administrative Division

Property Tag Sticker (1 original to be attached to capitalizable goods)

Administrative Division – Property Officer

Masterlist of Property and Equipment

Administrative Division – Property Officer

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

  1. Deliver goods/ Performs service contracted

 

1.1. Wait for the initial inspection and receipt of delivery

  1. Check

completeness of

delivery based on required documents.

 

1.2. Sign received

portion of DR/Invoice

None

1 hour

Property Officer

Administrative Division

 

None

1.3. Advise End-user and/or Technical Working Group to act as inspector of goods delivered and/or services performed by contractor.

None

1 minute

Property Officer

Administrative Division

None

1.4. Check completeness of delivery based on the documents. / Evaluate the propriety of services performed by contractor.

None

1 hour

End-user / Technical Working Group

None

1.5. Inspect goods and/or services received and indicate any findings in the Inspection and Acceptance Report

None

2 hours

End-user / Technical Working Group

COA Representative

None

1.6 Receipt and acceptance of delivery by end-user.

None

5 minutes

End-user

None

1.7 Prepare Property Tag Number and attached to the goods received (for goods valued at more than Php 15,000.00)

1.7.1 Issue Material Requisition Form to End-user (for goods valued at more than Php 15,000.00)

None

30 minutes

Property Officer

Administrative Division

None

1.8 Update Masterlist of goods received for inventoriable property and equipment with details on:

- Property Tag Number

- Date of issuance

- Name of receiver/custodian

None

5 minutes

Property Officer

Administrative Division

None

1.9 Collate all documents for transmission to accounting for recording in books.

None

15 minutes

Property Officer

Administrative Division

 

None

1.10 Review supporting documents received.

 

1.10.1 Record received goods in eNGAS.

None

10 minutes

Accountant

Finance Division

None

1.11 Arrange the return of damaged goods received or services performed by contractor not in accordance with terms of reference.

None

30 minutes

Property Officer

Administrative Division

 

  1. Retrieved damaged goods.

 

2.1. Agree on compensation for breach of term of reference in the service provided.

  1. Return damaged goods.

 

2.1. Agree on reparation for the damage caused, if any.

None

1 hour

End-User’s Division Chief

 

Property Officer

Administrative Division

 

TOTAL

None

4 hours and 36 minutes