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Visayas State University

Visca, Baybay City, Leyte 6521-A, Philippines Tel: +63 53 335 2600; Fax: +63 53 335 2601 website: www.vsu.edu.ph

Vision :

The premier university of science and technology in the Visayas.

Mission: Provide excellent instruction, conduct relevant research and foster community engagement that produce highly competent graduates necessary for the development of the country. FRONTLINE SERVICE: PAYMENT TO SUPPLIERS, FUEL DISPENSING TO PRIVATE CUSTOMERS, SALE OF UNSERVICEABLE PROPERTIES TO PRIVATE SCRAP BUYER, AND SALE OF BIDDING DOCUMENTS TO BIDDERS

Procedure: A. Payment to suppliers STEP SUPPLIER/CLIENT 1 Suppliers call SPPMO to follow-up payments of delivered supplies, materials and equipment. Suppliers call Procurement Service Office and inquire if voucher was already prepared. Inquire if voucher was signed by approving official. Inquire Cash Office if Check was already prepared.

OFFICE ACTIVITY Monitoring Section will check and trace records for status of PO. If PO was submitted to Accounting Office, make a call to verify if voucher was made. Preparation of voucher and release to OVPAF,ODAHRD/ODF for approval of authorized official Release voucher to Cash Office after authorized official has signed Calls/follow-up if Check for payment has been made

DURATION 20 minutes

PERSON-INCHARGE Mr. T. Gofredo

20 minutes

Ms. E. Talisaysay

15 minutes

Ms. J. Co

10 minutes

Mr. T. Gofredo

B. Fuel dispensing to private customers STEP CUSTOMER/CLIENT OFFICE ACTIVITY 1 Request to refuel vehicles or motorcycles Ask client to pay the amount to Cash Office and secure Official Receipt, refuel vehicles once client can present OR.

DURATION 15 minutes

PERSON-INCHARGE Mr. E. Abanera Ms. L. Poliquit

STEP 1

C. Sale of Scrap, and Unserviceable Properties SCRAP BUYER/CLIENT OFFICE ACTIVITY Client read posted Invitation to Bid for Scrap and unserviceable properties. Client asked for bid form, visit bodega, prepare bid price, estimate and compute for bidders bond. Interested bidders pay bidders bond to Cash Office and secure Official Receipt. Qualified bidders attend scheduled Public Bidding for unserviceable properties and scrap. Drop bid to bidders box. Winning bidders pay the equivalent amount of scrap won to Cash Office and secure Official Receipt. Winning bidders request for Gate Pass and withdraw scrap from SPPMO Bodega. Posting of Invitation to Bid for Public Auction of unserviceable properties and scrap Preparation of bid form, distribution of forms to interested bidders and facilitates bidders visit to bodega Acceptance of Official Receipt for bidders bond. Prepare list of interested bidders. Prepare bidders box and other documents needed. Work for acceptance, evaluation, deliberation and awarding of bid. Inform winning bidders to pay equivalent amount to Cash Division and receives OR. Issue Gate Pass and release items to winning bidders

DURATION 30 minutes

PERSON-INCHARGE Mr. E. Piamonte

20 minutes

Mr. E. Piamonte and Mr. B. Rebuyas

20 minutes

Ms. A. Flores

3 hours

Disposal and Appraisal Committee

15 minutes

Ms. A. Flores

15 minutes

Ms. V. Buntoyan

D. Sale of Bidding Documents to Bidders STEP BIDDER/CLIENT OFFICE ACTIVITY 1 Bidders read PhilGEPS of posted Invitation to Bid for items under Public Bidding. Posting at PhilGEPS for Public Bidding of supplies, materials, equipment, infrastructure projects, consultancy services and other items Preparation of bidding documents ready for Pre Bid Conference Acceptance of payment of bidding document and issue Official Receipt. Acceptance of Official
2

DURATION 20 minutes

PERSON-INCHARGE Ms. A. Flores Ms. R. Bandalan (BAC Secretariat Members)

Bidders attend Pre bid Conference and inquire for bidding documents. Interested Bidders pay bidding documents to Cash Office staff and secure Official Receipt. Bidders submit Official

4 hours

5 minutes

Ms. A. Flores Ms. R. Bandalan (BAC Secretariat Members) Ms. C. Nuevo (Cash Office staff) Ms. A. Flores

5 minutes

5.

7.

Receipt to BAC Secretariat and secure bidding documents. Interested bidders pay bidders bond to Cash Office staff and secure Official Receipt. Qualified bidders attend Public Bidding for supplies, materials, equipment, infrastructure projects, consultancy services and etc. Winning bidders deliver goods or services to VSU, issue Official Receipt and ask for payment.

Receipt and issue bidding documents to bidders Acceptance of Official Receipt for bidders bond. 5 minutes

Ms. R. Bandalan (BAC Secretariat Members) Ms. C. Nuevo (Cash Office staff) VSU-BAC Members BAC Secretariat

Prepare bidders box and other documents needed. Facilitates and assists BAC Members during Public Bidding

3 hours

After delivery and acceptance of goods or services, winning bidders claim payment at Cash Office

10 minutes

Ms. C. Nuevo (Cash Office staff)

Complaints: Please call Mr. Alex P. Tulin at 335-4043/563-7068 and/or Dr. Roberto C. Guarte at 335-2602/563-7108 or drop your concern/s in the suggestion box near front door of SPPMO.

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