Procurement Process Flow 4o4t2c

Procurement Process Flow Procurement Service Division 1:00 P.M., Mini-Theatre

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Conclusion

What is Procurement? The process of selecting vendors, establishing payment , strategic vetting, selection, the negotiation of contracts and actual purchasing of goods. Purchasing is a subset of procurement. Purchasing generally refers simply to buying goods or services.

..to procure

Procurement Process Flow Responsibility Center

WFP/ LIB

PPMP PR/ JOR

APR

APP

Opening of BIDS

RFQ

(common supplies)

APR

(PhilGEPS/ Supplier)

(PS-DBM)

With Stock ?

Procurement Service Division

BAC Awards/evaluates and signs the Abstract

Awarding (Common Supplies)

Awarding of chemicals , laboratory and other highly technical equipment

End

DV ObR/BUR (maximum 5 days)

BAC-Sec, PSD, BMO, Acctg., Cashier’s Office, OC/OVCs

No procurement shall be undertaken unless it is in accordance with an approved APP.

BAC-Secretariat Abstract of Bid Canvass

Procurement Service Division

BAC-Secretariat

PO

For obligation

BMO, ing Office, OC/OVCs

Serves approved

PO

SPMD

RFQ

Recanvass (PhilGEPS/ Supplier)

Deliveries

Estimated Procurement Lead-Time From PSD’s Receipt of Approved Requests to Suppliers’ Delivery Procurement Activities Preparation/Appro val of PRs, JORs, APRs, APPs

1

2

Preparation of RFQ, Posting at PhilGeps, Serving of RFQs, Opening of Bids

3

Preparation of Abstract of Bid Canvass (ABC)

4

Signatures of BAC to Approve ABC

5

Preparation of P.O.

1

2 3

4

5

6

7

8

9

10

11

12

13

14

15

Funding, Obligation, Approval of P.O.

7

From Serving of Approved P.O. to Delivery of Items

W Days Total

1

1 day

10

10 days

2 days

2 5 days

5 1

1 day

6

16, 17, 18, 19, 20, 21, 22, 23, 24, 25

3 days

3 5days

5

Delivery Term minimum of 30 calendar days Total Lead-Time (working days) from preparation of Purchase Request until Delivery of Ordered Items by Supplier = 27 d Add: The number of non-working days (Saturdays, Sundays, Holidays) 20 working days estimated = 5 d TOTAL ESTIMATED LEAD-TIME (calendar days) = 32 d It is informed that the development and outcome of work process in Item Nos. 1, 3, 4, 6 & 7 approximately 75% of the total procurement lead-time is beyond the control of the Procurement Service Division

REALITY CHECK a. Preparation of Request for Quotation (RFQ) b. Canvassing

c. Preparation of Purchase Order (PO)

Updates: 1.

Clean-up of PPMP Database (Internal Control)

2.

Enhancement of FMIS – Procurement

3.

Proposal: Module for preparation of Purchase Request to finish.

Issues and Concern