Process Flow BAC GOODS Sept 2016

OVERALL PROCESS FOR PROCUREMENT OF GOODS & SERVICES
PROCUREMENT PLANNING
PREPARATION OF DOCUMENTS
Project Procurement
Management Plan (PPMP)
Invitation to Bid (IB)
Annual Procurement Plan (APP)
Instruction to Bidders (ITB)
Approved Budget for the

Contract (ABC)
Bid Data Sheet (BDS)

General Conditions of Contract
(GCC)
Special Conditions of Contract
(SCC)
Schedule of Requirements
Technical Specifications
Bill of Quantities (BOQ)
Bidding Forms (BF)
GOODS & SERVICES
CONDUCT OF PREPROCUREMENT
Pre-Bidding Activity
Pre-Procurement Conference
ACTIVITES IN THE PREPARATION OF

PROJECT PROCUREMENT MANAGEMENT PLAN AND
PROCUREMENT PLAN
Activity
Responsible
Performer
Prepare Indicative Itemized List of

Goods & Summarize
Respective Sections
Prepare Indicative PPMP
Implementing Unit
Submit Indicative PPMP to Budget

Officer
Implementing Unit
Submit to District Engineer for

Approval
Implementing Unit
Consolidate Indicative PPMP into

APP
Approve Indicative APP
BAC with BAC

Secretariat
DE
Submit to Regional Office for

Regional Consolidation
BAC Secretariat/
Records Unit
Submit to Procurement Service and

GPPB
BAC Secretariat/
Records Unit
INDICATI
ANNUA
INDICATIVE
ANNUAL
T PLAN
Rules
DO 161 s. 2016
Deadline, August 1
July 1
For evaluation & ensure consistency with

the budget
For recommendation of procurement

modality
August 1
Deadline, September 15
August 31

PROCUREMENT PLAN
Activity
Responsible
Performer
Prepare Revised Itemized List of

Goods & Summarize
Respective Sections
Prepare Revised PPMP
Implementing Unit
Submit Revised PPMP to Budget

Officer
Implementing Unit

Approval
Implementing Unit
Consolidate Indicative PPMP into

APP
Approve Indicative APP
BAC with BAC

Secretariat
DE

BAC Secretariat/
Records Unit

GPPB
BAC Secretariat/
Records Unit
REVISE
ANNUA
REVISED
ANNUAL
T PLAN
Rules
DO 161 s. 2016
Deadline, December 1

the budget

modality
December 31
Deadline, January 15
January 1
Deadline, January 15

PROCUREMENT PLAN
Activity
Responsible
Performer
Prepare Updated Itemized List of

Goods & Summarize
Respective Sections
Prepare Updated PPMP
Implementing Unit
Submit Updated PPMP to Budget

Officer
Implementing Unit

Approval
Implementing Unit
Consolidate Updated PPMP into APP
Approve Updated APP
BAC with BAC

Secretariat
DE

BAC Secretariat/
Records Unit

GPPB
BAC Secretariat/
Records Unit
UPDATE
ANNUA
UPDATED
ANNUAL
T PLAN
Rules
Submit every 5th of March, June &

September

the budget

modality

September
September
ACTIVITES IN THE PREPARATION OF ANNUAL PROCUREMENT PLAN FOR COMMON SUPPLIES &
EQUIPMENT
Activity
Responsible
Performer
Acquire the APP Form from PS
Respective Sections
Extract from Indicative PPMP items

that can be procured from PS
Implementing Unit
Submit APP Form to Supply Officer
Implementing Unit
Consolidate APP of all Sections
Approve APP
Submit to DBM
Supply Officer
DE
Supply Officer/
Records Unit
CUREMENT PLAN FOR COMMON SUPPLIES &

NT
Rules
Deadline, October 15
ACTIVITES IN THE PROCUREMENT OF COMMON SUPPLIES & EQUIPMENT @PS-DBM
Activity
Responsible
Performer
Acquire the APP Form from PS
Respective Sections
Extract from Indicative PPMP items

that can be procured from PS
Implementing Unit
Submit APP Form to Supply Officer
Implementing Unit
Consolidate APP of all Sections
Approve APP
Submit to DBM
Supply Officer
DE
Supply Officer/
Records Unit
ON SUPPLIES & EQUIPMENT @PS-DBM
Rules
Deadline, October 15
Republic of the Philippines

DEPARTMENT OF PUBLIC WORKS & HIGHWAYS
OFFICE OF THE DISTRICT ENGINEER
Bukidnon 1st District Engineering Office
Malaybalay City
Procurement Unit
Procurement of Goods - Non-Infra Supplies & Equipment
Public Bidding
3.0
Procedure
Activity Flow Chart
Start
Is it for Public
Bidding?
Alternative Mode of
Procurement
No
Yes
Prepare Bidding Documents
Advertise in DPWH Web,

PhilGEPS & Bulletin
End
4.0
5.0
References
IRR of RA 9184
Department Order
Office Order
Latest GPPB Issuance
Request for Quotation
Records
BAC Resolutions
Brochures of Specifications of goods and equipment
Record Book
Prepared By:
LALENE G. FERNANDE
Head, BAC Secretariat
###
OCTAVIUS CESAR E. AZURA

Assistant District Engineer
March 01, 2016
Issue Date:
Doc. Code:
Revision No.:
Page No.:
Interfaces
Remarks
3/1/2015
PU-GPB-PF
0
1 of 3

Malaybalay City
Issue Date:
Doc. Code:
Revision No.:
Procurement Unit
Procurement of Goods (AMP)
3.0
Page No.:
Procedure
Activity Flow Chart
Interfaces
Start
Check PPMP/APP
Receive PR & RFQ with PPMP
IU
IU
1
2
BAC Sec
4
5
6
Certify Inclusion in PPMP
Identify Type of AMP
BAC Sec
BAC Sec
1
2
3
Assign APR & RFQ Number
Advertise
BAC Sec
Is it a an
Open or Closed
Quotation?
Open Canvass
No
Yes
BAC Sec
Drop & Open Bid Proposals
1
2
3
Evaluate Bid
BAC TWG
BAC TWG
Post Qualify
Is the supplier
post-qualified?
Evaluate the next

ranking supplier
No
Yes
Prepare Resolution to Award
Issue Award Notice
Prepare & Approve Purchase

Order
Transmit to COA
Furnish copies to IU & SU
End
BAC Sec
1. Must be rec
BAC Sec
SU
IU
1. Must be sub
1
2
End
Issue Date:
Doc. Code:
Revision No.:
3/1/2015
PU-GAMP-PF
0
Page No.:
1 of 3
Remarks
Purchase Request (PR),

with ABC amount must be
accompanied with
Approved request from
Central Office for IT
Pre-Inspection Report &
History of Repair for
Spare Parts
Stock Position Sheet for
items above Php1000
APR asessed by PS-DBM
Check & certify items
requested in the PPMP
Certify
Reminders
Shopping - below 50k,
CSE not in PS
NP SVP - 50k to 500
Direct Contracting Sole Distributorship
7 days
For Php50,000 & below,

open canvass (Shopping)
Late bids will not be

accepted
Record in Logbook
Record Minutes
Declare LCB
Declare LCRB
not practised, included

Abstract
not practised, included

Abstract
Approved PP
1. Must be received by the
Supplier
1. Must be submitted to COA
Photocopy for delivery

Original copy, for payment

Malaybalay City
Issue Date:
Doc. Code:
Revision No.:
Procurement Unit
Procurement of Goods (Alternative Method of Procurement)
3.0
Page No.:
Procedure
Activity Flow Chart
Interfaces
Start
IU
Check PPMP/APP
IU
Receive APR with PPMP
BAC Sec
Assign APR Number
BAC Sec
Submit APR to PS-DBM for

Assessment
Photocopy Assessed APR from

PS-DBM
Prepare another PR
for Shopping*
IU
Prepare New APR with PR for

PS & PR for Shopping*
Recheck APR Number
BAC Sec
BAC Sec
Prepare & Approve Purchase

Order
Transmit to COA
Furnish copies to IU & SU
End
BAC Sec
SU
IU
1
2
Issue Date:
Doc. Code:
Revision No.:
3/1/2015
PU-GAMP-PF
0
Page No.:
1 of 3
Remarks
to assure all CSE

passed thru the PS
Refer to AMP
not available in PS

Must be submitted to
COA
Photocopy for delivery

Original copy, for
payment with IAR
will be signed upon
delivery of items

Malaybalay City
Issue Date:
Doc. Code:
Revision No.:
Procurement Unit
Reimbursement effective April 2016
3.0
Page No.:
Procedure
Activity Flow Chart
Interfaces
Start
B
B
End User
Check APP
BAC Goods
End User
Issue Request to Procure

Charge to Reimbursement
1
2
3
4
Prepare RFQ if above P1,000

for canvass
Receive PR & RFQ (if

applicable) with Inspected
Official Receipt/Invoice
Purchase
BAC Goods
End User
1
2
Assign PR Number
Return Documents to End User
End
BAC Sec
BAC Sec
BAC Sec
End
End User
1
2
Issue Date:
Doc. Code:
Revision No.:
3/1/2015
PU-GRe-PF
0
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Remarks
Issue Form
Submit Form to DE for approval
Check if goods are included
in the PPMP
Prepare RFQ for P1,000
above goods
Refer to in-charge for
specialized equipment
Receive PR & Invoice

Group Invoice for a
1 week purchase &
reflect the date on the
earliest purchase
Attach applicable documents
Related Memo or any
supporting document
For vehicles, related
documents (D0 123 S 2015)
Assign Number & record
Transmit & record
Prepare payment, with at

least P2,000/voucher
Claim reimbursement
within 3 months otherwise
claim is nullified
IAR for grouped invoice
must be dated on the
latest claim

BUKIDNON
1st District Engineering Office
Malaybalay City
PROJECT PROCUREMENT MANAGEMENT PLAN (PPMP)
1.0
2.0
3.0
Purpose
To ensure transparency and complying timelines in the procurement process.
Definition of Terms
ABC
Approved Budget Cost
BAC
Bids and Awards Committee
BAC SecBAC Secretariat that serves as an administrative support unit of the BAC
DBM
Department of Budget & Management
DE
District Engineer
GPPB-TSGovernmentProcurement Policy Board Technical Support Services
IRR
Implementing Rules and Regulations
IU
Implementing Unit
MOA
Memorandum of Understanding
MOU
Memorandum of Agreement
PDS
Planning & Design Section
PPMP Project Procurement Management Plan
Procure refers to the acquisition of Goods, Consulting Services, and the contracting for
infrastructure projects by the Procuring Entity
PrS
Procurement Service of DPWH
RA 9184known as "Government Procurement Reform Act"
TWG
Technical Working Group
Procedure
Activity Flow Chart
Interfaces
Start
Prepare PPMP
Respective
Sections
Submit to Budget Office
Respective
Sections
Submit to BAC Secretariat
Submit to BAC
Submit to DE
BAC Sec
BAC
DE
Submit to DE
DE
End
4.0
References
IRR of RA 9184
Department Order
Office Order
5.0
Records
BAC Resolutions
Record Book
Prepared By:
LALENE G. FE
###

March 01, 2016
VIRGINIA G. BATOCAIL
District Engineer
March 01, 2016
Issue Date:
Doc. Code:
Revision No.:
3/1/2015
PU-APP-PF
0
Page No.:
1 of 1
Remarks
DO 161 s. 2016
DO 161 s. 2016
for evaluation & ensure consistency with the budget
DO 161 s. 2016
for consolidation
DO 161 s. 2016
for recommendation of procurement modality
DO 161 s. 2016
for approval
DO 161 s. 2016
for approval
2 Forward to PrS (DPWH)

3 Keep file
August 1 deadline, DO 161 s. 2016
INIA G. BATOCAIL
ct Engineer
h 01, 2016
GPPB Circular 7 of 2015

Malaybalay City
Issue Date:
Doc. Code:
Revision No.:
Page No.:
Annual Procurement Plan (APP -Indicative)
3.0
Procedure
Activity Flow Chart
Interfaces
Start
Receive Approved Indicative

PPMPs
Submit to Budget Office
Consolidate PPMPs
Prepare Indicative APP
Submit to BAC
Submit to DE
Transmit & Record
File
End
PDS
PDS
BAC Sec
BAC Sec
BAC
DE
BAC Sec
BAC Sec
Issue Date:
Doc. Code:
Revision No.:
3/1/2015
PU-APP-PF
0
Page No.:
1 of 1
Remarks
DO 161 s. 2016
DO 161 s. 2016
for evaluation & ensure consistency with the budget
DO 161 s. 2016
DO 161 s. 2016
Deadline every 1st of August
Prepare every 6 months or as often as needed
DO 161 s. 2016
for recommendation of procurement modality
DO 161 s. 2016
for approval
DO 161 s. 2016
Deadline every 30th of September
Forward to PrS (DPWH)

Malaybalay City
Annual Procurement Plan (APP-Revised)
3.0
Procedure
Activity Flow Chart
Interfaces
Start
Receive Approved Revised

PPMPs
Consolidate Revised PPMPs
Prepare Revised APP
Submit to BAC
Submit to DE
Transmit & Record
Transmit & Record
End
4.0
References
IRR of RA 9184
Department Order
Office Order
5.0
Records
Construction
BAC Sec
BAC Sec
BAC
DE
BAC Sec
BAC Sec
BAC Resolutions
Record Book
Prepared By:
LALENE G. FE
###

March 01, 2016
VIRGINIA G. BATOCAIL
District Engineer
March 01, 2016
Issue Date:
Doc. Code:
Revision No.:
3/1/2015
PU-APP-PF
0
Page No.:
1 of 1
Remarks
1 Prepare as often as needed

Deadline every 15th of January
Prepare every 6 months or as often as needed
AO 46 of 2015
DO 161 s. 2016
for finalization of procurement modality
DO 161 s. 2016
for approval
DO 161 s. 2016
Deadline every 30th of September
1 Forward to GPPB-TSO e-copy

as often as needed
2 Forward to PrS (DPWH)
3 Keep file
AO 17 of 2012
DBM Circular Letter 2013-14
GPPB Circular 7 of 2015
INIA G. BATOCAIL
ct Engineer
h 01, 2016
1 Submit approved copy

2 Update as often as needed
3 Submit with the following
ABC
Plan
MOA or MOU if applicable
4 Transmit with details
needed for Advertisement
Name of Project
Location
Calendar Days
Profile
Equipment Requirement
Source of Fund
Quantities
Personnel Requirement
5 Refers with BAC for the
RA 9184 Section 7.3.2

RA 9184 Section 7.4
(unanimously decided)
GAA 2016 & MOA with DA?

make a form!
Furnish copy PPMP the IU
how often?
how often?
...prepared
by IU
furnish copy
IU
refers to
BAC for
Contract ID
No.

Malaybalay City
Issue Date:
Doc. Code:
Revision No.:
Page No.:
CONTRACT REVIEW
3.0
Procedure
Activity Flow Chart
Interfaces
Start
Receive Contract Review from

COA
Records
Are
there any
findings?
No
Yes
Act on the Findings
Transmit back to COA
File
End
BAC
BAC Sec
BAC Sec
Issue Date:
Doc. Code:
Revision No.:
3/1/2015
PU-APP-PF
0
Page No.:
1 of 1
Remarks
FUNCT
BA
Lalene
PUBLIC BIDDING
1 Advertise
Preparation of Bid Docs
Posting in Web, Lalene
2 Post Bid Bulletin
Posting in Web, Lalene
3 Process Eligibility in CWR
4 Consolidate Contract Documents
5 Post Awards in CWR
Julie
PUBLIC BIDDING
1 Prepare APP (Infra & Goods)
2 Advertise
Posting in PhilGEPS*
Posting in Newspaper
3 Post Bid Bulletin
Posting in PhilGEPS
4 Prepare Eligibility Notice
5 Prepare Contract Documents **
Notice of Post Qualification
Notice of Award
Notice of Bidding Results
Contract
Notice to Proceed
6 Follow-up for Signatures (Infra)
7 Photocopy
8 Scan for E-copy
9 Post Awards in PhilGEPS*
10 Segregate with tabbing
11 Prepare COA Transmittal
* for Goods, shall be transferred to

Danilo & Judylyn
PU
1
2
3
4
**
Lalene
Alternative Mode of Procurement
6 Receive PR/APR & RFQ
7 Assign PR#
8 Schedule Bidding
9 Assign dates of PO
Judylyn to learn (no computer)
Julie
11 Advertise
Posting in Web
Posting in PhilGEPS
12 Post Awards in PhilGEPS
Alternativ
5
6
7
FUNCT
BAC
Kareen
PUBLIC BIDDING
1 Prepare Project Profile
2 Prepare Abstract As Read
3 Evaluate Bid as to Amount
4 Prepare Abstract As Calculated
5 Prepare Bid Evaluation Report
6 Prepare Post Qualification Report
7 Verifiy from other Offices of the f
Track Record
Personnel
Equipment
8 Check the f
Construction Safety & Health
Construction Schedule
Construction Method
Man Power Schedule
Equipment Utilzation
Pert CPM
9 Prepare Awarded Contract Report
10 Consolidate
Must follow-up until COA transmittal
Cathy
PUBLIC BIDDING
Track Record
Personnel
Equipment
7 Check the f
Construction Method
Man Power Schedule
Pert CPM
PU
1
2
3
4
5
6
Kareen
AMP
Cathy
AMP
1 Consolidate
FUNCT
Camilo
Adelina
PUBLIC BIDDING
AMP
PUBLIC BIDDING
AMP
1 Act as Presiding Officer during the

bidding
2 Coordinate with the BAC Secretariat
as to the completion of the
3 Bid Documents for issuance of NOA
4 Check & Sign Invitation to Bid &
5 Abstract of Bids before DE's approval
1 Act in the absence of the Chairman
PU
FUNCTIONAL CHART
BAC Secretariat
Sarah
PUBLIC BIDDING
Prepare Notices for Pre-procurement
Conference & Minutes
Prepare Notices for Pre-Bid & Opening
& Minutes
Prepare Resolution for Bid Bulletin
Prepare Notices for Postponement
Doreen
PUBLIC BIDDING
1 Prepare Notices for Bid Evaluation &
Post Qua-Evaluation & Minutes
2 Prepare Resolution for Award
3 Prepare Reports
Bidding Results
Violations
4 Respond to Verification of Track
Record, Personnel & Equipment
Requirement from other Districts
Ju
PUBLI
1
2
3
4
5
6
PUBLI
1
2
Sarah
Make Resolution for AMP
Prepare Notices for Opening & Minutes
Prepare Notices for Postponement
Danilo
Ju

1 Prepare APP (Goods) & Update
2 Canvass including PS
3 Facilitate Bidding
4 Prepare Contract Documents
for Shopping & PS (50k & below)
5 Scan E-copy
6 Follow-up for Signatures
7 Photocopy
Ann
AMP
1 Check presenceof items in PPMP/APP
2 PreparE of Contract Documents
for Fuel & Reimbursements
3 Scan for E-copy
4 Follow-up for Signatures
5 Photocopy
Alternative Mo
7
8
9
10
11
FUNCTIONAL CHART
BAC TWG & SAC
Raul
PUBLIC BIDDING
Prepare Abstract As Read
Evaluate Bid as to Amount
Prepare Abstract As Calculated
Prepare Bid Evaluation Report
Prepare Post Qualification Report
Verifiy from other Offices of the f
Track Record
Personnel
Equipment
Check the f
Construction Method
Man Power Schedule
Pert CPM
Prepare Awarded Contract Report
Meryll
PUBLIC BIDDING
Track Record
Personnel
Equipment
7 Check the f
Construction Method
Man Power Schedule
Pert CPM
PUBLI
Raul
AMP
Evaluate Bid as to Amount
Meryll
AMP
FUNCTIONAL CHART
BAC
Linda
Ramon
PUBLIC BIDDING
AMP
PUBLIC BIDDING
AMP
Review all documents prior affixing

signature
1 Review all documents prior affixing

signature
PUBLI
Judylyn
PUBLIC BIDDING
Prepare Order of Payment
Follow-up for Signatures (Goods)
Photocopy
Scan for E-copy
Segregate with tabbing
Prepare COA Transmittal
Danilo
PUBLIC BIDDING
Preparation of Bidding Area
Prepare LCD & Screen
Judylyn
Prepare Order of Payment
Prepare Contract Documents
for Small Value Procurement
(50k above to 500k)
Scan for E-copy
Follow-up for Signatures
Photocopy
LM
PUBLIC BIDDING
Check Performance Security,
CARI, with IC's as to:
Amount
Efectivity
LM
AMP
Jerry
PUBLIC BIDDING
AMP
Review all Construction documents
prior affixing signature

Process Flow BAC GOODS Sept 2016

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Process Flow BAC GOODS Sept 2016

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OVERALL PROCESS FOR PROCUREMENT OF GOODS & SERVICES

Invitation to Bid (IB)

Annual Procurement Plan (APP)

Instruction to Bidders (ITB)

Approved Budget for the

Bid Data Sheet (BDS)

GOODS & SERVICES

ACTIVITES IN THE PREPARATION OF

Prepare Indicative Itemized List of

Prepare Indicative PPMP

Submit Indicative PPMP to Budget

Submit to District Engineer for

Consolidate Indicative PPMP into

Approve Indicative APP

BAC with BAC

Submit to Regional Office for

Submit to Procurement Service and

For evaluation & ensure consistency with

For recommendation of procurement

ACTIVITES IN THE PREPARATION OF

Prepare Revised Itemized List of

Prepare Revised PPMP

Submit Revised PPMP to Budget

Submit to District Engineer for

Consolidate Indicative PPMP into

Approve Indicative APP

BAC with BAC

Submit to Regional Office for

Submit to Procurement Service and

For evaluation & ensure consistency with

For recommendation of procurement

ACTIVITES IN THE PREPARATION OF

Prepare Updated Itemized List of

Prepare Updated PPMP

Submit Updated PPMP to Budget

Submit to District Engineer for

Consolidate Updated PPMP into APP

Approve Updated APP

BAC with BAC

Submit to Regional Office for

Submit to Procurement Service and

Submit every 5th of March, June &

For evaluation & ensure consistency with

For recommendation of procurement

Submit every 5th of March, June &

Acquire the APP Form from PS

Extract from Indicative PPMP items

Submit APP Form to Supply Officer

Consolidate APP of all Sections

CUREMENT PLAN FOR COMMON SUPPLIES &

ACTIVITES IN THE PROCUREMENT OF COMMON SUPPLIES & EQUIPMENT @PS-DBM

Acquire the APP Form from PS

Extract from Indicative PPMP items

Submit APP Form to Supply Officer

Consolidate APP of all Sections

ON SUPPLIES & EQUIPMENT @PS-DBM

Republic of the Philippines

Advertise in DPWH Web,

OCTAVIUS CESAR E. AZURA

Republic of the Philippines

Receive PR & RFQ with PPMP

Certify Inclusion in PPMP

Identify Type of AMP

Assign APR & RFQ Number