PROCUREMENT SERVICES
Public Biddings – Process Flow of Contract Preparation, Signing and Approval for Infrastructure Projects, Consulting Services and other services
Service Provider: BAC and BAC Secretariat (Infrastructure, Research, Goods/Regular)
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: Winning Supplier/Contractor
Fee: None
Processing Time: Two (2) hours and Fifteen(15) Minutes
STEP | ACTIONS TO BE TAKEN | DURATION OF ACTIVITY | STAFF IN-CHARGE | REQUIREMENTS/ FORMS | |||||
| CLIENT | SERVICE PROVIDER | ||||||||
| 1 | Prepares the draft contract for infrastructure projects, consulting services and other services | 20 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson | Approved and signed BAC Resolution and Notice of Award | |||||
| 2 | Presents the draft contract to the BAC and Legal Consultant | 30 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson | Approved and signed BAC Resolution and Notice of Award | |||||
| 3 | Signs the contract | 5 minutes | BAC Chair | ||||||
| 4 | Coordinates and emails the winning contractor/consultant/supplier regarding the signing of the contract | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson Mercy Gladys Cuenca | ||||||
| 5 | Signs and receives the contract | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson Mercy Gladys Cuenca | Signed contract by the supplier/ contractor | |||||
| 6 | Forwards the signed contract to the Chief Administrative Officer (CAO) of Budget Management Office (BMO) for Budget | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino | Signed contract by the supplier/ contractor | |||||
| Clearance | Judith D. Unson Mercy Gladys Cuenca | Purchase Request | |||||||
| 7 | Signs and provide budget clearance for the project | 10 minutes | Ethel T. Cabral, Chief Administrative Officer | Signed contract by the supplier/ contractor Purchase Request | |||||
| 8 | Returns/forwards to the BAC Secretariat the signed and budget cleared contract | 5 minutes | Budget Management Office (BMO) Staff-in- charge | Signed and budget cleared contract Purchase Request | |||||
| 9 | Forwards the signed and budget cleared contract to the Chief Accountant for Certification of Funds Availability | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson | Signed and budget cleared contract Purchase Request | |||||
| 10 | Signs and provides Certification of Funds Availability for the project | 10 minutes | Chief Accountant | Signed and budget cleared contract Purchase Request | |||||
| 11 | Returns/forwards to the BAC Secretariat the signed, budget cleared and with funds available contract | 5 minutes | Accounting Office Staff-in-charge | Signed, budget cleared and with funds available contract Purchase Request | |||||
| 12 | Forwards the signed, budget cleared and with funds available contract to the Vice Chancellor for Planning and Development/ Vice Chancellor for Administration | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson | Signed, budget cleared and with funds available contract Purchase Request Pertinent documents as attachment of the contract | |||||
| 13 | Signs the contract | 10 minutes | Marish S. Madlangbayan, Vice-Chancellor for Planning and Development Crisanto A. Dorado, Vice Chancellor for Administration | Signed, budget cleared and with funds available contract Purchase Request Pertinent documents as attachment of the contract | |||||
| 14 | Forwards to the Office of the Chancellor the signed contract | 5 minutes | OVCPD/OVCA Staff-in-charge | Signed, budget cleared and with funds available contract Purchase Request Pertinent documents as attachment of the contract | |||||
| 15 | Signs the contract | 10 minutes | Fernando C. Sanchez, Jr, Chancellor | Signed, budget cleared and with funds available contract Purchase Request Pertinent documents as attachment of the contract | |||||
| 16 | Returns/forwards to the BAC Secretariat the signed contract | 5 minutes | Office of the Chancellor Staff-in-charge | Signed, budget cleared and with funds available contract Purchase Request | |||||
| Pertinent documents as attachment of the contract | |||||||||
| 17 | *If the contract is above PhP50,000,000.00 Forwards the signed contract to the Office of the Executive Vice-President | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson | Signed, budget cleared and with funds available contract Purchase Request Pertinent documents as attachment of the contract | |||||
| 18 | Signs the contract | 10 minutes | Teodoro J. Herbosa, Executive Vice- President By Authority of the UP President | Signed, budget cleared and with funds available contract Purchase Request Pertinent documents as attachment of the contract | |||||
| 19 | Returns/forwards to the BAC Secretariat the signed contract | 5 minutes | Office of the Executive Vice-President Staff-in-charge | Signed, budget cleared and with funds available contract Purchase Request Pertinent documents as attachment of the contract | |||||
| 20 | Receives and records the signed contract | 5 minutes | Willbert B. Hosme | Signed, budget cleared and with funds available contract | |||||
| Purchase Request Pertinent documents as attachment of the contract | |||||||||
| 21 | Coordinates and emails the winning contractor/consultant/supplier regarding the notarization of the contract | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson | ||||||
| 22 | Receives and returns the notarized contract | 5 minutes | Jaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson | Notarized contract by the supplier/ contractor | |||||
| End of transaction | |||||||||