Flow Chart for New Purchase Request

[Virtual Presenter] Welcome to our presentation on the importance of wheat in our daily lives. This presentation aims to explore the various aspects of wheat and its significance in different cultures and industries. The logo of a wheat plant, which we see here, represents the foundation of our discussion today..

[Audio] Wheat has been a staple crop for thousands of years, providing sustenance and livelihoods for countless communities around the world. Its versatility and adaptability have made it a cornerstone of many agricultural systems. From bread to pasta, beer to biofuels, wheat plays a vital role in our daily lives..

A logo of a wheat plant Description automatically generated.

A logo of a wheat plant Description automatically generated.

[Audio] Wheat has been a staple crop for thousands of years, providing sustenance and livelihoods for countless communities around the world. Its versatility and adaptability have made it a cornerstone of many agricultural systems. From bread to pasta, beer to biofuels, wheat plays a vital role in our daily lives..

[Audio] The Division Chief or Unit Head is responsible for accepting purchase requests. They play a crucial role in ensuring that procurement activities are carried out efficiently and effectively. Their signature confirms that the request has been reviewed and approved, allowing for further action to proceed..

[Audio] The Supply Officer issues certification based on the recommendation made by the Accounting Officer. The certification serves as proof that all necessary procedures have been followed and that the procurement process has been completed successfully. The Supply Officer's signature confirms that the certification is accurate and complete. The ADM Manager III also signs off on this document, indicating their approval of the certification. This marks the final stage of the procurement process, where all parties involved confirm that the transaction has been properly executed..

[Audio] The activity requires funding approval from the accountant/budget officer, ADM III, which ensures that the necessary resources are allocated to support the initiative. With this approval, we can move forward with confidence, knowing that our plans are financially viable..

[Audio] The canvassing process involves reviewing the bids received from suppliers to ensure they meet the requirements specified in the request for quotation. This includes checking if the supplier has the necessary qualifications, experience, and certifications to provide the goods or services required. The of bids/canvass is then prepared, detailing the results of the canvassing process. This document serves as a summary of the bids received, highlighting the strengths and weaknesses of each bid. The signatory, typically the accountant or budget officer, reviews and approves the of bids/canvass before it is submitted to the agency inspector for further review..

[Audio] The procurement process proceeds with the preparation of the Purchase Order for approval. The accountant or budget officer prepares various documents, including the of bids, canvass report, request for quotation, and certification from the accounts office. After these documents are ready, they are reviewed and signed off by the signatory, either the accountant or acting director of management. Upon obtaining all necessary approvals, the Purchase Order is finalized and issued..

Serve P.O.. Pick-up / Deliver. Inspection.

Serve P.O.. Pick-up / Deliver. Inspection.

[Audio] We ensure that all our products meet the highest standards of quality. If any defects or non-compliance with specifications are discovered during inspection, we will promptly return them to the supplier for replacement or correction. This process ensures that only high-quality products reach our customers..

Serve P.O.. Pick-up / Deliver. Inspection.

[Audio] The inspection process commences when the supply officer issues a purchase order to the supplier, initiating the procurement cycle. During this phase, the agency inspector thoroughly examines the received goods, verifying their quality, quantity, and specifications against those specified in the purchase order. Upon confirmation that the goods meet all requirements, the agency inspector accepts them and signs the acceptance certificate, serving as evidence of satisfactory inspection. The end-user also participates in this process, ensuring the goods meet their needs and accepting them. Following mutual agreement between both parties, the signatory signs the acceptance certificate, concluding the inspection process.

[Audio] The activity involves the signatory agency inspector verifying the authenticity of documents submitted by the supply officer, who issues necessary documents, including the Certificate of Acceptance, to the end-user. The end-user requisitioner submits requests for goods or services, which the supply officer processes accordingly. The auditor and accountant verify transaction accuracy and ensure financial regulation compliance. Throughout the process, all supporting documents, such as ICS and PAR, are reviewed and approved before payment is made. This collaborative effort ensures transparency and accountability in the procurement cycle..

[Audio] The primary objective of a Pre-Procurement Conference is to verify that every aspect of the procurement activity conforms to legal, procedural, and technical standards. This guarantees the preparedness of the procuring entity and prevents potential problems during the bidding process. Key goals encompass compliance review, document and process readiness, risk identification and mitigation, and transparency and accountability. Attendees usually consist of the Bids and Awards Committee, Technical Working Group, End-User Unit, BAC Secretariat, and other pertinent officials. The agenda comprises an overview of the project, validation of procurement documents, discussion of procurement method and ABC, identification of risks, clarifications and recommendations, and significance in Philippine Government Procurement..

[Audio] The procurement process involves several steps, starting with the receive of bid documents envelopes. The first step is the issue of bidding documents, where suppliers submit their bids in response to the request for quotation or invitation to bid. This is followed by the submission of additional requirements, if necessary. After that, the opening of technical envelope takes place, where bidders' qualifications are evaluated. Then, the opening of financial envelope occurs, and the bids are evaluated based on price and other criteria. Finally, the procuring entity approves the resolution and prepares the contract, issuing a notice to proceed, indicating that the contract has been awarded to the successful bidder. Transparency and fairness are ensured throughout this process through various checks and balances..

[Audio] The purpose of a pre-procurement conference is to facilitate open communication and build relationships between potential suppliers and procurement teams from various organizations. This collaborative approach aims to lead to more effective procurement processes and better outcomes for all involved..

[Audio] The final stage of our project involves advertising and posting the results of our research on various platforms. We share our findings with relevant stakeholders, publish our work in reputable journals, and present our results at conferences and seminars. Our objective is to disseminate our knowledge and insights to the wider community, inspiring further research and innovation in the field. By doing so, we aim to create a lasting impact and contribute to the advancement of our discipline..

PROCEDURAL STEPS FOR PROCUREMENT BY PUBLIC BIDDING (Earliest Possible Time and Minimum Period Allowed for the Procurement of Goods and Services) Pre-Procurement Conference Bid Evaluation Submission of Additional Issue Bidding Documents Opening of Technical Call / Hold Bidding Conference Receive of Bid Opening of Financial Envelope Post Qualification (With Eligibility Documents) Documents Envelope Envelopes Approve Resolution / Contract Preparation Issuance of Notice of Issuance of Notice To Proceed NOTICE.

[Audio] The bidding conference is held to guarantee transparency and fairness throughout the procurement procedure. This stage is vital in ensuring that every bidder has equivalent chances to submit their proposals. During this meeting, the provider will present its offer, and the bidding committee will address any queries or issues raised by the providers. This is also a chance for the providers to inquire about the necessities of the project. Following the presentation, the bidding committee will deliberate and choose the successful bidder. The outcome of the bidding conference determines the subsequent actions in the procurement process.

[Audio] The procurement officer should carefully examine the contents of the bid documents when receiving them. This includes verifying that all required documents, such as the bid proposal, technical specifications, and any other relevant information, are included. The officer should also check the bid documents against the requirements outlined in the request for quotation or invitation to bid, ensuring that all necessary signatures and certifications are present. Any missing or incomplete documents may lead to disqualification from further consideration. Consequently, it is vital to meticulously inspect each envelope before proceeding with the evaluation process..

[Audio] The opening of the technical envelope with eligibility documents commences a new phase in our project. This milestone indicates that we have successfully concluded the initial stages of the project and are now prepared to proceed with the subsequent steps. With this development, substantial progress is anticipated in the forthcoming days. We will continue to work assiduously to guarantee that all facets of the project are executed faultlessly..

[Audio] The financial envelope has been opened, marking a significant milestone in our journey towards growth and development. This achievement underscores our commitment to transparency and accountability, ensuring that we continue to operate with integrity and trust. As we move forward, we will remain focused on leveraging this momentum to drive innovation and progress..

PROCEDURAL STEPS FOR PROCUREMENT BY PUBLIC BIDDING (Earliest Possible Time and Minimum Period Allowed for the Procurement of Goods and Services) Pre-Procurement Conference Bid Evaluation Submission of Additional Issue Bidding Documents Opening of Technical Call / Hold Bidding Conference Receive of Bid Opening of Financial Envelope Post Qualification (With Eligibility Documents) Documents Envelope Envelopes Approve Resolution / Contract Preparation Issuance of Notice of Issuance of Notice To Proceed NOTICE.

[Audio] The submission of additional requirements is a crucial step in ensuring that all necessary information has been provided to meet the needs of our stakeholders. This process allows us to gather any outstanding details and confirm that we have a comprehensive understanding of the project's objectives and scope. By submitting these additional requirements, we can ensure that our deliverables meet the highest standards of quality and accuracy..

PROCEDURAL STEPS FOR PROCUREMENT BY PUBLIC BIDDING (Earliest Possible Time and Minimum Period Allowed for the Procurement of Goods and Services) Pre-Procurement Conference Bid Evaluation Submission of Additional Issue Bidding Documents Opening of Technical Call / Hold Bidding Conference Receive of Bid Opening of Financial Envelope Post Qualification (With Eligibility Documents) Documents Envelope Envelopes Approve Resolution / Contract Preparation Issuance of Notice of Issuance of Notice To Proceed NOTICE.

[Audio] The next step in the procurement process is to approve the resolution and issue the notice of award. This formal document notifies all parties involved that the contract has been awarded to the successful bidder. It is essential to ensure that all necessary checks have been completed and that the award is fair and transparent. Once approved, the notice of award will be issued, marking the final stage of the procurement process..

[Audio] The procurement process involves several procedural steps, including pre-procurement conference, bid evaluation, submission of additional documents, opening of technical and financial envelopes, post qualification, and approval resolution. These steps ensure that all parties involved understand their obligations and responsibilities. By carefully reviewing and agreeing upon the terms and conditions outlined in the contract, we can avoid misunderstandings and potential disputes. The procurement process also provides a clear record of our agreements, making it easier to track progress and resolve any issues that may arise..

[Audio] The issuance of a notice to proceed formally starts a project's construction phase, marking the completion of necessary preparations. This milestone authorizes the contractor to begin work on site, confirming the project owner's commitment to the project. With this notice, the contractor can initiate activities like site preparation, excavation, and foundation work. The notice to proceed triggers the project's schedule and sets the stage for subsequent construction phases..