2013

PROCUREMENT
GUIDELINES
BIDS AND AWARDS COMMITTEE
UNIVERSITY OF THE PHILIPPINES LOS BAOS

Definition of Terms
Procurement. Refers to the acquisition of goods, consulting services, and the
contracting for infrastructure projects by the procuring entity. In case of projects
involving mixed procurements, the nature of the procurement, i.e., goods,
infrastructure projects, or consulting services, shall be determined based on the
primary purpose of the contract. Procurement shall also include the lease of
goods and real estate. With respect to real property, its procurement shall be
governed by the provisions of R.A. 8974 and other applicable laws, rules and
regulations.
Procuring Entity. Refers to any branch, constitutional commission or office,
agency, department, bureau, office, or instrumentality of the GOP (NGA),
including GOCC, GFI, SUC and LGU procuring goods, consulting services and
infrastructure projects.
Head of the Procuring Entity. Refers to the governing board or its duly
authorized official, for GOCCs, GFIs and SUCs

Goods. Refer to all items, supplies, materials and general support services, except
consulting services and infrastructure projects, which may be needed in the transaction
of public businesses or in the pursuit of any government undertaking,
project or activity, whether in the nature of equipment, furniture, stationery, materials
for construction, or personal property of any kind, including non-personal or contractual
services, such as, the repair and maintenance of equipment and furniture, as well as
trucking, hauling, janitorial, security, and related or analogous services, as well as
procurement of materials and supplies provided by the procuring entity for such services.
The term related or analogous services shall include, but not be limited to, lease or
purchase of office space, media advertisements, health maintenance services, and other
services essential to the operation of the procuring entity.
Infrastructure Projects. Include the construction, improvement, rehabilitation,
demolition, repair, restoration or maintenance of roads and bridges, railways, airports,
seaports, communication facilities, civil works components of information technology
projects, irrigation, flood control and drainage, water supply, sanitation, sewerage and
solid waste management systems, shore protection, energy/power and electrification
facilities, national buildings, school buildings, hospital buildings, and other related
construction projects of the government.

Approved Budget for the Contract (ABC). Refers to the budget for the contract duly
approved by the Head of the Procuring Entity.
Bid. Refers to a signed offer or proposal to undertake a contract submitted by a
bidder in response to and in consonance with the requirements of the Bidding
Documents.
Bidder. Refers to an eligible contractor, manufacturer, supplier, distributor and/or
consultant competing for the award of a contract in any procurement by the GOP. A
contractor, manufacturer, supplier, distributor or consultant is said to be eligible if it
meets all the eligibility requirements issued by the procuring entity.
Bidding Documents. Refer to the documents issued by the procuring entity as the
basis for bids, furnishing all information necessary for a prospective bidder to
prepare a bid for the infrastructure projects, goods and/or consulting services
required by the procuring entity.
PhilGEPS. Refers to the Philippine Government Electronic Procurement System

The Bids and Awards Committee (BAC)

BAC Chair
Dr. Delfin C. Suministrado, AMTEC

Vice Chair
Prof. Nelson J.V.B. Querijero,
CPAf/ SPMO

Dr. Fidel Rey p. Nayve,

BIOTECH

Ms. Edna K. Mananghaya

Dr. Hidelisa p. Hernandez,

IC

Dr. Eliseo Ana, CEAT

Dr. Jose O. Sargento, CFNR

BAC. Refers to the Bids and Awards Committee; conduct pre-procurement and pre-bid conferences; determine the
eligibility of prospective bidders; receive bids; conduct the evaluation of bids; undertake post-qualification
proceedings; resolve motions for reconsideration; recommend award of contracts to the Head of the Procuring Entity
or his duly authorized representative; recommend the imposition of sanctions in accordance with Rule XXIII;
recommend to the Head of the Procuring Entity the use of Alternative Methods of Procurement

Why cant we just purchase what we need directly

from the market ?

REPUBLIC ACT NO. 9184 known as the Government Procurement Reform

Act is being implemented by UPLB

All procurement should be within the approved budget of the Procuring

Entity and should be meticulously and judiciously planned by the Procuring
Entity concerned.

No government Procurement shall be undertaken unless it is in

accordance with the approved Annual Procurement Plan of the Procuring
Entity. The Annual Procurement Plan shall be approved by the Head of the
Procuring Entity and must be consistent with its duly approved yearly
budget. The Annual Procurement Plan shall be formulated and revised only
in accordance with the guidelines set forth in the IRR.

Purchase Requests (PRs) are to be submitted one quarter in advance so

that materials are made available at the time needed. In general, all
procurements shall be done through public bidding except as provided
for in Article XVI of RA9184 (Alternative Modes of Procurement).

What are the basic steps in the procurement process?

ANNUAL PROCUREMENT PLAN (APP)
PURCHASE REQUESTS (PR)

ALTERNATIVE METHODS
OF PROCUREMENT

PUBLIC BIDDING

PURCHASE ORDER (PO)

DELIVERY/ INSTALLATION/COMMISSIONING
PAYMENT

How to prepare the Annual Procurement Plan

PREPARE THE APP BY:
Source of Funds
Classification of Items
Quarter
Remember to:
Provide at least 10% contingency in your APP to cope with
increases in prices,
Procurement should be planned one (1) quarter in advance so
that items are made available at the time needed, and if there is
any change in the plan, the APP may be amended anytime.
No government Procurement shall be undertaken unless it is in accordance
with the approved Annual Procurement Plan of the Procuring Entity.

How to prepare the Purchase Request

STEP 1.
Prepare the
Purchase Request
per classification
and fund using the
new PR format

STEP 2.
Email the soft copy of the
PR to the assigned Technical
Working Group (TWG) for
electronic signature

w/out
problem

STEP 3A.

STEP 4.

Print the
corrected PR with
the BAC-TWGs
e-signature

Have the PR signed by the

designated signatories for
approval:
<100K = Dean
100K -500K= Vice Chancellor
>500K = Chancellor

w/
problem

Procedure for
Classification 1
COMPUTERS/ IT
EQUIPMENT,
SUPPLIES, AND
SERVICES
STEP 1 > 2 > 3A > 3B
>4>5

STEP 3B.
Submit the hard copy of the PR to
the assigned Technical Working
Group (TWG) for correction and
signature
No response from TWG
Communication error
As per instruction of TWG to
submit hard copy for signature,
Urgency

Proceed
to Step 4

STEP 5.
Submit the PR to BAC with the required
attachments :
1) Stock Position Sheet
2) Routing Slip/Document Tracking No.
3) APP per fund basis
*4) Letter (if requesting for shopping) or
Justification (for late submission)
(* Additional requirement , whichever is
applicable)

TO EMAIL THE SOFT COPY OF PR:

SUBJECT: Department, Unit, 1st Item in

PR, Classification Code, Total Amount
of PR
example:
OVCA, SPMO, LaserJet Print Cartridge, 1b, P8,345.90
CAS, IBS, beaker 1L, 4b, P120,000.00

Incomplete documents and

unforwarded docutracking status
will not be accepted.
Dont forget to provide your
contact details

Why is it important that my Purchase Request be

reviewed and checked by the TWG?
The TWG provides the end-users technical advice
of the specifications of the items to be procured.
Ensure that prices indicated in the PR are current
by checking with reliable sources.
Technical Working Group (TWG). Pool of technical, financial, and/or legal
experts who assist in the procurement process, particularly in the eligibility
screening, evaluation of bids, and post-qualification.

The Technical Working Group (TWG)- Goods/Supplies

CLASSIFICATION CODE

NAME

(1a) Computers, parts, software, and peripherals

(1c) IT equipment, parts, supplies and services

Mr. Vernon I. Velasco

ITC Technical
Support Office

501-4793
VOIP 105

itctechsupport@uplb.edu.ph

(1b) Computer supplies and other consumables

Mr. Alex M. Lustria

ITC Technical
Support Office

501-4793
VOIP 105

itctechsupport@uplb.edu.ph

Dr. Ronel Pangan

AMDP- IAE,
CEAT

536-2686

ronel_2000_ph@yahoo.com

(2b) Laboratory, Scientific equipment,

instruments and furniture
(2h) Medical and Dental Equipment and services
(2l) Labor, Maintenance and repair service for
Equipment, Instruments and Machine

Engr. Teodulfo S. Delgado

AS-DO, CFNR

536-2265

tsdelgado@uplb.edu.ph

(2c) Audio-visual Equipment and supplies

(2d) Appliances
(2e) Furniture
(2f) Copiers, Duplicating Machine, Parts and
related supplies/consumables
(2g) Office machines and communication
equipment

Engr. Alexis C. del Rosario

AMDP-IAE,
CEAT

536-2686

acdelrosario@uplb.edu.ph

(2a) Tools and machines (non-agricultural)

(2i) Industrial machinery and equipment
(2j) Agricultural machinery and equipment
(2k) Food Processing Equipment
(2m) Fabrication of Equipment, Machine and
laboratory furniture

CONTACT DETAILS

The Technical Working Group (TWG)- Goods/Supplies

CLASSIFICATION CODE
(3a) Agricultural chemicals, fertilizers and
products
(3b) Plants, planting materials and tools
(3c) Food and Food Ingredients
(3d) Animal feeds and ingredients
(3e) Animals
(3f) Packaging materials
(3g) Agricultural analysis
(3h) Agricultural services (land preparation,
hand weeding)
(4a) Chemicals
(4e) Gas refill and purchase (LPG, Oxygen,
Nitrogen, Acetylene)
(4f) Diagnostic and Laboratory analysis /
Services
(4b) Laboratory supplies
(4c) Medicines and medical supplies
(4d) Veterinary medicines and supplies

NAME
Dr. Mafeo B. Bejo

Dr. Norma N. Fajardo

Ms. Fides Z. Tambalo

CONTACT DETAILS
ADSC, CA

536-3423

mafeobjo@yahoo.com

CAS-IC

536-2220

normsfajardo@gmail.com

Enzyme LabBIOTECH

536-1612
536-2721

fztambalo@yahoo.com
fay2tell@rocketmail.com

The Technical Working Group (TWG)- Goods/Supplies

CLASSIFICATION CODE

NAME

(5c) Mechanical works, aircon, refrigeration and

supplies, services, fire safety, pumps, motors, engine,
generator engines, vehicle supplies, vehicle repair

Engr. Jonathan Orozco

AMDP- IAE,
CEAT

536-2686

jonathan75orozco@yahoo.com

(5b) Civil and architectural works and suppliescarpentry, concrete, asphalt, formworks, construction
equipment, metal works, tile works, roofing works,
demolition works, painting materials

Engr. Christian C. Vaso

Engineering
Science, CEAT

536-2874

christianvaso100@hotmail.com

Engr. Joey M. Velarde

Engineering
Science, CEAT

536-2874

Velardejoey2ymail.com

(5d) Electrical works, electrical materials, lighting

fixtures, power transformers, power distribution,
alternator
(5e) Plumbing and sanitary works - supplies, water
and drainage, pipe systems, plumbing, fixtures,
sewerage

CONTACT DETAILS

The Technical Working Group (TWG)- Goods/Supplies

CLASSIFICATION CODE

NAME

(6a) Printing (signages, shirt, polo, journals,

forms, booklets)
(6b) Man-power services (Janitorial, Security,
Disposal, Research, Documentation, Waste
Treatment)
(6c) Catering services, meals, snacks and drinks
(6d) Transportation services
(6e) Fire safety equipment and services
(6f) Travel, food, lodging services
(7c) Books, journals, periodicals and other
publications
(7d) Sporting goods

Mr. Maxwell Salva Cruz

SPMO, OVCA

536-2282

maxwelluplb@yahoo.com

Ms. Lea Gonzales

SPMO, OVCA

536-2282

lea_spmo@yahoo.com

(6g) Laundry services

(6h) Photo and video documentation services
(6i) Entertainment services
(6j) Other related rentals and services
(7a) Office supplies
(7b) Janitorial supplies
(7e) Communication Supplies
(7f) Tokens and awards
(7g) Curtains and kitchenware
(7h) Newspaper
(7i) Garments and Textiles

CONTACT DETAILS

The Technical Working Group (TWG)- Infrastructure

CLASSIFICATION CODE

NAME

CONTACT DETAILS

Infrastructure complete building,

architectural and engineering design
of buildings and other structure

Engr. Gregorio S. Pascual

OVCPD

536-3484

Engr. Arnel I. Pantig

CPDO

536-2550

Engr. Elmer Centeno

PPMSO

536-3383

Engr. Edgardo Paras

PPMSO

536-2447

Engr. Arnel M. Lacap

CPDO

536-2550

Engr. Paul Michael M. Buduan

CPDO

536-2550

cpdo@uplb.edu.ph

SUBMISSION OF PRs FOR 2013

1ST & 2ND QUARTER

FEBRUARY 15, 2013

3rd QUARTER

APRIL 5, 2013
4th QUARTER

JULY 5, 2013
New Standard forms for APP, PR, RQ, and PO may be downloaded at:
http://bac.uplb.edu.ph
Contact Nos. SPMO: 536-2281/536-2282
BAC Sec: 536-8420/ 536-8419
Email Address: uplb.bacsecretariat@gmail.com/ uplb.bacsecretariat@yahoo.com

GENERAL PROCUREMENT GUIDELINES >>>

Prepare
Purchase
Request (PR)
per
Classification

Prepare Annual
Procurement
Plan (APP) per
Fund Source

REPEAT
ORDER

Submit
corrected PR
to BAC with
appropriate
attachments

Consolidated
(P100K)
NO

NO

Consolidate

YES

YES

Recommend
Alternative
Mode of
Procurement

Public
Bidding

Recommend
Repeat Order
Food, Perishable Items, Bottled Water

> P1,000.00

NO

Shop without BAC

recommendation
(obtain 3 canvasses)

Newspaper, Photocopying

YES
> P10,000.00

NO

Shop with BAC

recommendation
(obtain 3 canvasses)

> P1,000.00

NO

YES

Shop without BAC

recommendation
(obtain 3 canvasses)

Vehicle Rental, Accommodation,

Workshop Venue Rental

> P10,000.00

NO

YES

YES

Submit PR to BAC for

Mode of
Procurement

Submit PR to BAC for

Mode of
Procurement

Submit PR to BAC for

Mode of
Procurement

Shop without BAC

recommendation
(obtain 3canvasses)

How many days does it take to complete a Public Bidding

process?
ACTIVITIES
1. Consolidation of PRs
2. Preparation of Bid Documents

3. Advertisement to PhilGEPS & website

SUPPLIES
2 weeks or when Total Amount P100K
1-2 days

*CPDO provides the bid docs

At least 7 cd before the bid opening

*14 days if there is a Pre-Bid Conference

At least 24 cd before bid opening

4. Bid Opening
5. Preparation of Abstract

INFRA

1 day
1-3 days

3-7 days

2-14 days
* 21 days if there are clarifications to endusers/ suppliers

7-21 days

7. Preparation of Summary of Results

1-3 days

*Post Qualification7 -14 days

8. Approval of the Summary of Results

(OC/ OVCA)

2-14 days

BAC Resolution3- 14days

6. Evaluation

9. Dissemination/ Release of Results to Endusers

1-2 days

Approximate # of Days upon receipt of PR

21 -66 days

45-90 days

Earliest- Latest Allowable Time based on the

Revised IRR (from advertisement)

28-124 cd

28-113 cd

STEP 3
Advertise Invitation and Post the Bidding
Documents to PhilGEPS, BAC Website,
and Newspaper*
(*for Biddings with ABC of P2M and
above)

STEP 2
STEP 1

Preparation of Bidding
Documents (Invitation to Bid,
Bid forms, Supporting
Documents, etc. )

Consolidation of Purchase
Requests

STEP 5

STEP 6
Preparation of Summary of Results after
evaluation of the TWG and completion of
necessary information/approval of
specifications from the end-users.

STEP 7
Approval of Summary
of Result
(OVCA/ OC)

Preparation of Abstract
of Bids to be forwarded
to the TWG for
evaluation

STEP 8
Preparation of the Notice of Award
(NOA) and/or Notification of
Bidding Results (NOR) for
Individual Bidders

STEP 4
Preparation and Posting* of Bid
Bulletins, Minutes, and Revised
Bid Documents (*PhilGEPS and
BAC Website)

STEP 9
Posting of the Summary of Results to BAC Website
Dissemination of the Summary of Results with
attached Original Submitted PRs to End-Users
Posting and Dissemination of the NOA/ NOR and
Summary of Results to the Bidders

PROCEDURAL STEPS FOR THE PUBLIC BIDDING OF

GOODS AND SERVICES

STEP 2
Receives Approved
PR from CPDO
Preparation of
Bidding Documents
(Invitation to Bid, Bid
forms, Supporting
Documents, etc. )

STEP 1
Attend PreProcurement
Conference

Step 11
Finalize and make necessary
changes to the reports after
the presentation of the TWG to
BAC.
Preparation and Issuance of
the Notice of Post
Qualification/ Disqualification
Preparation of BAC Resolution

Step 12
Approval of BAC
Resolution

STEP 10
Prepare Bid
Evaluation
Report and
Post
Qualification
Report

STEP 3
Advertise Invitation and
Post the Bidding
Documents to PhilGEPS,
BAC Website, and
Newspaper*
(*for Biddings with ABC of
P5M and above)

STEP 9
Preparation of
Abstract of
Bids to be
forwarded to
the TWG for
evaluation

STEP 13
Preparation of the Notice of Award
(NOA ) and provide soft copy to the
Office of the Chancellor (OC) for Printing
and Signature.
Forward Signed Bid Documents to OC
for Approval

STEP 4
Accept Letters of
Intent (LOIs), Issue
Eligibility Documents
to Prospective Bidders

STEP 8
Preparation and
Posting* of Bid
Bulletins, Minutes,
and Revised Bid
Documents
(*PhilGEPS and BAC
Website)

STEP 14
Issue Signed NOA
from OC to the
Winning Bidder

STEP 5
Conduct Eligibility Check ,
Prepare and Issue Signed
Certificate of Eligibility to
Prospective Bidders

STEP 7
Attend Pre-Bid
Conference

STEP 6
Accept and Check
Bid Documents
from CPDO
Issue Bid
Documents to
Eligible Suppliers

STEP 15
Check Approved Bid
Documents
Forward Bid Documents to
CPDO for filing.

PROCEDURAL STEPS FOR THE PUBLIC BIDDING OF

INFRASTRUCTURE PROJECTS

ALTERNATIVE METHODS OF PROCUREMENT BASED ON THE

REVISED IRR OF RA 9184
SECTION 49

SECTION 50

LIMITED SOURCE BIDDING/

SELECTIVE BIDDING

DIRECT CONTRACTING

C0NDITIONS

A. Procurement of highly specialized types of

goods (e.g., sophisticated defense
equipment, complex air navigation
systems, coal) and consulting services
where only a few suppliers or consultants
are known to be available, such that
resorting to the public bidding method will
not likely result in any additional suppliers
or consultants participating in the bidding;
B. Procurement of major plant components
where it is deemed advantageous to limit
the bidding to known qualified bidders in
order to maintain uniform quality and
performance of the plant as a whole

CONDITIONS

A. Procurement of goods of proprietary nature

which can be obtained only from the
proprietary source, i.e. when patents, trade
secrets, and copyrights prohibit others from
manufacturing the same item;
B. When the procurement of critical
components from a specific supplier is a
condition precedent to hold a contractor to
guarantee its project performance, in
accordance with the provisions of its contract;
or
C. Those sold by an exclusive dealer or
manufacturer which does not have subdealers selling at lower prices and for which
no suitable substitute can be obtained at more
advantageous terms to the GOP

SECTION 51

SECTION 52

REPEAT ORDER

SHOPPING

CONDITIONS

C0NDITIONS

A. Unit prices of the repeat order must be the same

as or lower than those in the original contract,
provided that such prices are still the most
advantageous to the GOP after price verification;
B. The repeat order will not result in splitting of
contracts, requisitions, or purchase orders, as
provided for in Section 54.1 of the Revised IRR;
C. Except in cases duly approved by the GPPB, the
repeat order shall be availed of only within six (6)
months from the contract effectivity date stated
in the Notice to Proceed arising from the original
contract; and
D. The repeat order shall not exceed twenty-five
percent (25%) of the quantity of each item in the
original contract.

A. When there is an unforeseen

contingency requiring immediate
purchase: Provided, however, That the
amount shall not exceed P500,000.00.
B. Procurement of ordinary or regular office
supplies and equipment not available in
the Procurement Service involving an
amount not exceeding P500,000.00.

SECTION 53

NEGOTIATED PROCUREMENT
C0NDITIONS

A. Two Failed Biddings. Where there has been failure of public bidding for the second time
B. Emergency Cases. In case of imminent danger to life or property during a state of calamity, or when time is
of the essence arising from natural or man-made calamities or other causes where immediate action is
necessary to prevent damage to or loss of life or property, or to restore vital public services, infrastructure
facilities and other public utilities. In the case of infrastructure projects, the procuring entity has the
option to undertake the project through negotiated procurement or by administration or, in high security
risk areas, through the AFP29.
C. Take-Over of Contracts. Take-over of contracts, which have been rescinded or terminated for causes
provided for in the contract and existing laws, where immediate action is necessary to prevent
damage to or loss of life or property, or to restore vital public services, infrastructure facilities and other
public utilities.
D. Adjacent or Contiguous. Where the subject contract is adjacent or contiguous to an on-going
Infrastructure Project or Consulting Service where the consultants have unique experience and expertise
to deliver the required service: Provided, however, That (a) the original contract is the result of a
Competitive Bidding; (b) the subject contract to be negotiated has similar or related scopes of work; (c) it
is within the contracting capacity of the contractor/consultant; (d) the contractor/consultant uses the
same prices or lower unit prices as in the original contract less mobilization cost; (e) the amount involved
does not exceed the amount of the ongoing project; and (f) the contractor/consultant has no negative
slippage/delay: Provided, further, That negotiations for the procurement are commenced before the
expiry of the original contract.

SECTION 53

NEGOTIATED PROCUREMENT
C0NDITIONS

E. Agency-to-Agency. Procurement of infrastructure projects, consulting services, and goods from another
agency of the GOP, such as the PS-DBM, which is tasked with a centralized procurement of Common-Use
Supplies for the GOP in accordance with Letters of Instruction No. 755 and Executive Order No. 359, series
of 1989.
F. Procurement Agent. In order to hasten project implementation, Procuring Entities which may not have the
proficiency or capability to undertake a particular procurement, as determined by the Head of the
Procuring Entity concerned, may request other GOP agencies to undertake such procurement for them, or
at their option, recruit and hire consultants or procurement agents to assist them directly and/or train
their staff in the management of the procurement function. The GPPB shall issue guidelines to implement
this provision.
G. Highly Technical Consultants. In the case of individual consultants hired to do work that is (i) highly
technical or proprietary; or (ii) primarily confidential or policy determining, where trust and confidence
are the primary consideration for the hiring of the consultant: Provided, however, That the term of the
individual consultants shall, at the most, be on a six month basis, renewable at the option of the
appointing Head of the Procuring Entity, but in no case shall exceed the term of the latter.

SECTION 53

NEGOTIATED PROCUREMENT
C0NDITIONS

H. Defense Cooperation Agreement. Upon prior approval by the President of the Philippines, and when the
procurement for use by the AFP involves major defense equipment or materiel and/or defense-related
consultancy services, when the expertise or capability required is not available locally, and the Secretary of
National Defense has determined that the interests of the country shall be protected by negotiating
directly with an agency or instrumentality of another country with which the Philippines has entered into
a defense cooperation agreement or otherwise maintains diplomatic relations: Provided, however, That
the performance by the supplier of its obligations under the procurement contract shall be covered by a
performance security in accordance with Section 39 of the Revised IRR.
I. Small Value Procurement. Where the procurement does not fall under Shopping in Section 52 of the
Revised IRR and the amount involved does not exceed the thresholds prescribed in Annex H of the
Revised IRR.
J. Lease of Real Property. Lease of privately owned real property and venue for official use, subject to
guidelines to be issued by the GPPB.
K. NGO Participation. When an appropriation law or ordinance earmarks an amount to be specifically
contracted out to Non-Governmental Organizations (NGOs), the procuring entity may enter into a
Memorandum of Agreement with an NGO, subject to guidelines to be issued by the GPPB.

SECTION 53

NEGOTIATED PROCUREMENT
C0NDITIONS

L.

Community Participation. Where, in the interest of project sustainability or to achieve certain specific
social objectives, it is desirable in selected project components to call for participation of local
communities in the delivery of services, the procuring entity shall propose the procedures, specifications,
and contract packaging which are subject to the approval of the GPPB.
M. United Nations Agencies. Procurement from specialized agencies of the United Nations of any of the
following: (a) small quantities of off-the-shelf goods, primarily in the fields of education and health; and
(b) specialized products where the number of suppliers is limited, such as vaccines or drugs.

REPEAT ORDER
Submit PR

Conditions:
a. Unit Price must be to that provided in the original contract
b. Will not result in splitting of contract
c. Availed only once within six (6) months from the date of the Notice of Award (NOA)
d.
25% of the quantity of each item

BAC shall recommend Repeat Order Mode for Approval of Vice Chancellor for
Administration

General Instructions for:

SHOPPING (P500K)
Condition: Letters/ PRs with approval for Shopping

SPMO-PRS

STEP 1-2. End user shall prepare and submit the following
to the SPMO-Procurement and Requisition Section (PRS):
*Approved Purchase Requests for Shopping
*Request for Quotations (RQ) - 5 copies
STEP 3. SPMO-PRS shall assign Control Numbers to the
RQs
A. 3 copies will be returned to the End-user
B. 1 copy will be posted on the Suppliers Corner, 1 copy
will be kept as the master copy for distribution to eligible
Suppliers.
The deadline for submission of the accomplished RQ is on
the 7th day after posting/stamping of control no.
STEP 4. On the next GWD after the deadline, the End-User
shall return at least three (3) accomplished RQs and filled
up two (2) copies of the Abstract of Quotations (AOQ) to
the SPMO-PRS leaving one (1) blank column for the
control RQ. (Except for items with Justification to Waive
the Requirement for SPMO-PRS Control RQ).
STEP 5. SPMO-PRS shall check, attach collected canvass as
control, secure a copy of the accomplished AOQ and shall
return the original documents to the End-user.
STEP 6. The Unit Head with RATA shall determine Lowest
Calculated Responsive Bid (LCRB) and make award based
on the AOQ by encircling the bid and affixing his/her full
name with signature.
STEP 7. The End-user may now proceed to the processing
of the Purchase Order (PO).

STEP 1

STEP 2

END -USER

Approved PRs
for Shopping

Submit
*5 copies of RQs

END -USER

End-user shall return to SPMO-PRS

with at least 3 accomplished RQs &
filled up 2 copies of Abstract of
Quotations (AOQ w/ 1 blank
column to be filled up by the
SPMO-PRS) after 7 days
STEP 5

Check
submitted
documents and
return the
original
documents
(AOQ) to the
End-user.

STEP 5

STEP 6

No.

END -USER

STEP 3B

3 copies or
RQ will be
returned to
the End-User

Attach returned
RQs from suppliers
to the AOQ
(Control No. for RQ
and AOQ must be
the same)

UNIT
HEAD

Provide and
Record Control

STEP 3

STEP 3A

STEP 4

SPMO-PRS

SPMO-PRS

STEP 7

Determines LCRB and

make awards

*1 copy to be
posted at the
Suppliers Corner
*1 copy as
Master Copy for
distribution to
eligible Suppliers
thru fax

PURCHASE
ORDER

NEGOTIATED PROCUREMENT
a. Obtain BAC recommendation for Negotiated Procurement and Approval of Chancellor/
Vice Chancellor for Administration
b. Fill-up Negotiated Procurement Form

Conditions:
a. Failure of Public Bidding for the second time
b. Imminent danger to life property to prevent damage, or
c. P500,000.00

Attachments:
a. Results of Two-Failed Public Biddings (for condition a)
b. Justification Letter (for condition b)
c. Three RQ obtained from eligible suppliers

BAC to determine LCRB and recommend award to Chancellor/Vice Chancellor for

Administration

DIRECT CONTRACTING
Fill-up Direct Contracting Form

Attachments:
a. Certificate of Exclusive Distributorship issued by the principal under oath
b. Authentication by the embassy/ consulate nearest the place of the principal in case of foreign suppliers
c. Certificate from the supplier that it has no sub-dealers selling at lower prices
d. Certificate from the end-user that the item to be procured has no suitable substitute and for which no
substitute can be obtained at more advantageous terms to the government

Obtain recommendation of BAC and approval of Chancellor/Vice-Chancellor for

Administration

Who may assist me to process my PRs?

Rachel S. Mojado

Avee Gail G. Frondoso

Tina Eusebio, Chair

Rosella A. Villegas

Jaybee M. Punzalan

Arnold V. Dao

Gercy Love M. Juanillas

BAC Secretariat. Serves as the main support unit of the BAC; provides administrative support to the
BAC; Organize and make all necessary arrangements for BAC meetings and conferences; advertise
and/or post bidding opportunities, including Bidding Documents, and notices of awards; assist in
managing the procurement processes; etc..

in checking the status of your documents

Be sure to check the Document tracking status first,
Provide all necessary information:
-Docutracking No. of the document
- Identification of the document (PR, PO, Letter, etc.)
-Department/ Unit/ Office of the end-user
- Date submitted
Be polite and courteous!