Name: Flow Chart for New Purchase Request
Uploaded: 2024-12-04
Duration: 11 min 56 s
Description: A logo of a wheat plant Description automatically generated.

A logo of a wheat plant Description automatically generated. 

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A logo of a wheat plant

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Activity Acceptance of Purchase Request. Signatory Division Chief/ Unit Head. 

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Activity
 Acceptance of  Purchase Request

BURS(3 copies) PR (3 copies) RIS (3 copies) RFQ (3 Copies) Copy of APP

Spare Parts /Repair of Equipment * Pre/Post Repair inspection *WMR Repair/Construction of Buildings *Program of Works Bill of Materials *Sketch Plan/ Design

Activity Issuance of Certification AO Recommendation. 

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Activity
 Issuance of Certification AO Recommendation

Signatory
 Supply Officer AO V/ ADM Manager III

A hand and a book with a thumb up

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A pen and paper with a signature

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Activity Funding P.R. Approval. Signatory Accountant/ Budget officer ADM III. 

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Signatory
 Accountant/ Budget officer ADM III

A book and pencil on a white background

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A cartoon of a person holding a stamp

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A hand holding a coin

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Activity. A cartoon character holding a magnifying glass Description automatically generated. 

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A cartoon character holding a magnifying glass

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Canvassing (ABC below 50K) PhilGEPS Posting (ABC above 50K)

A stack of papers with blue lines

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Preparation of the Abstract of Bids/Canvass

RFQ (at least 3 interested bidder)
& Other Pertinent Docs (Brochure,Pictures, Menu) and Opened by BAC Chair

Activity Preparation of P.O. P.O. for Approval. A stack of papers with blue lines Description automatically generated. 

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Activity
 Preparation of P.O. P.O. for Approval

Signatory
 Accountant /  Budget Officer AOIII/Acting DMIII

BURS Abstract of Bids/Canvass RFQ PR Certification AO Recom APP

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

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If found defective or not complaint to specs returned to supplier.. 

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If found defective or not complaint to specs returned to supplier.

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Activity Inspection & Acceptance Acceptance by End-User. 

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Activity
 Inspection & Acceptance Acceptance by End-User

Signatory
 Agency Inspector
Supply Officer End-user Requisitioner           Issued by Supply officer

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Signatory Agency Inspector
Supply Officer End-user Requisitioner Issued by Supply officer

All supporting documents  *ICS (below 50K) *PAR (Above 50K)

[Audio] In the context of the Philippine Government, a Pre-Procurement Conference is a critical step mandated by the procurement rules and guidelines outlined in the Government Procurement Reform Act (Republic Act No. 9184) and its Revised Implementing Rules and Regulations (IRR). It is conducted before the publication or issuance of bidding documents to ensure that the procurement activity is well-planned, compliant, and aligned with the project objectives.
Purpose of a Pre-Procurement Conference
The primary goal is to confirm that all aspects of the procurement activity adhere to legal, procedural, and technical standards. It ensures the readiness of the procuring entity and avoids potential issues during the bidding process.
Key Objectives:
Compliance Review:
Ensure the procurement process complies with RA 9184, the IRR, and other relevant government policies.
Validate that the approved budget for the contract (ABC) and procurement method align with the requirements and the Annual Procurement Plan (APP).
Document and Process Readiness:
Confirm that the technical specifications, scope of work, and terms of reference are accurate, clear, and sufficient.
Verify the completeness and accuracy of the bidding documents, including eligibility requirements, bid evaluation criteria, and contract terms.
Risk Identification and Mitigation:
Discuss and address potential procurement risks, such as ambiguities in technical specifications or unrealistic timelines.
Ensure all stakeholders are aware of and can address these risks.
Transparency and Accountability:
Strengthen the integrity of the procurement process by ensuring all stakeholders have a common understanding of the process and objectives.
Participants:
Bids and Awards Committee (BAC): Leads the conference and ensures compliance with procurement regulations.
Technical Working Group (TWG): Provides technical expertise for specifications and evaluation.
End-User Unit: Clarifies project requirements and technical needs.
BAC Secretariat: Assists in documentation and compliance tracking.
Other Relevant Officials: Such as the project manager or finance officer, depending on the nature of the procurement.
Typical Agenda:
Overview of the Project: Discuss the objectives, scope, and expected outcomes of the procurement activity.
Validation of Procurement Documents:
Review and finalize the technical specifications, terms of reference, and other bidding documents.
Ensure the procurement timeline is realistic and aligned with project requirements.
Discussion of Procurement Method and ABC: Validate the procurement strategy (e.g., public bidding, alternative methods) and confirm the budget sufficiency.
Identification of Risks: Discuss potential issues (e.g., vague specifications, legal challenges) and plan mitigation strategies.
Clarifications and Recommendations: Resolve questions or concerns raised by the stakeholders.
Importance in Philippine Government Procurement:
Prevents Delays: Ensures all preparatory work is complete before procurement starts.
Ensures Compliance: Adheres to the principles of transparency, accountability, and fairness required by RA 9184.
Promotes Efficiency: Aligns all stakeholders and eliminates ambiguities, reducing the risk of failed bidding or disputes.
Supports Good Governance: Reinforces the integrity of government procurement, safeguarding public funds.
By conducting a Pre-Procurement Conference, the Philippine government ensures that procurement processes are efficient, transparent, and serve the public interest effectively.. 

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Opening of Technical  (With Eligibility Documents) Envelope

Approve Resolution /  Issuance of Notice of  Award (LCRB)

PROCEDURAL STEPS FOR PROCUREMENT  BY PUBLIC BIDDING

(Earliest Possible Time and Minimum Period Allowed for the Procurement of Goods and Services)

[Audio] Here are the PROCEDURAL STEPS FOR PROCUREMENT BY PUBLIC BIDDING. 

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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
Requirements
SUB
Advertisement/
Posting of ITB
AD
Opening of Fina
Envelope
Post Qualification
(LCB)
Issue Bidding
Documents
BID
Opening of Technical
Call / Hold Bidding
Conference
HOLD
Receive of Bid
(With Eligibility Documents) Documents
Envelope
Approve Resolution /
Issuance of Notice of
Envelopes
Contract Preparation
& Signing
Award (LCRB)
APPROUED
Issuance of Notice
To Proceed
NOTICE

[Audio] Pre-Procurement Conference. [image] 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 Requirements SUB Advertisement/ Posting of ITB AD Opening of Financial Envelope Post Qualification (LCB) Issue Bidding Documents BID Opening of Technical Call / Hold Bidding Conference HOLD Receive of Bid (With Eligibility Documents) Documents Envelope Approve Resolution / Issuance of Notice of Envelopes Contract Preparation & Signing Award (LCRB) APPROVED Issuance of Notice To Proceed NOTICE. 

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[image] 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
Requirements
SUB
Advertisement/
Posting of ITB
AD
Opening of Financial
Envelope
Post Qualification
(LCB)
Issue Bidding
Documents
BID
Opening of Technical
Call / Hold Bidding
Conference
HOLD
Receive of Bid
(With Eligibility Documents) Documents
Envelope
Approve Resolution /
Issuance of Notice of
Envelopes
Contract Preparation
& Signing
Award (LCRB)
APPROVED
Issuance of Notice
To Proceed
NOTICE

[Audio] Advertisement/Posting of ITB. 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. 

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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] Issue Bidding Documents. 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. 

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[Audio] Call/Hold Bidding Conference. 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. 

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[Audio] Receive of Bid Documents Envelopes. 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. 

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[Audio] Opening of Technical (With Eligibility Documents) envelope. 

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[Audio] Opening of Financial Envelope. 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. 

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[Audio] Bid Evaluation. 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. 

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[Audio] Submission of Additional Requirements. 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. 

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[Audio] Post Qualification (LCB). 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. 

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[Audio] Approve Resolution/Issueance of Notice of Award (LCRB). 

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[Audio] Contrac Preparation and Signing. 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. 

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[Audio] Issuance of Notice to Proceed. 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. 

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Flow Chart for New Purchase Request

In the context of the Philippine Government, a Pre Procurement Conference is a critical step mandated by the procurement rules and guidelines outlined in the Government Procurement Reform Act (Republic Act No. 9184) and its Revised Implementing Rules and Regulations (I-R-R--). It is conducted before the publication or issuance of bidding documents to ensure that the procurement activity is well planned, compliant, and aligned with the project objectives.
Purpose of a Pre Procurement Conference
The primary goal is to confirm that all aspects of the procurement activity adhere to legal, procedural, and technical standards. It ensures the readiness of the procuring entity and avoids potential issues during the bidding process.
Key Objectives:
Compliance Review:
Ensure the procurement process complies with RA 9184, the I-R-R--, and other relevant government policies.
Validate that the approved budget for the contract (A-B-C--) and procurement method align with the requirements and the Annual Procurement Plan (A-P-P--).
Document and Process Readiness:
Confirm that the technical specifications, scope of work, and terms of reference are accurate, clear, and sufficient.
Verify the completeness and accuracy of the bidding documents, including eligibility requirements, bid evaluation criteria, and contract terms.
Risk Identification and Mitigation:
Discuss and address potential procurement risks, such as ambiguities in technical specifications or unrealistic timelines.
Ensure all stakeholders are aware of and can address these risks.
Transparency and Accountability:
Strengthen the integrity of the procurement process by ensuring all stakeholders have a common understanding of the process and objectives.
Participants:
Bids and Awards Committee (B-A-C--): Leads the conference and ensures compliance with procurement regulations.
Technical Working Group (T-W-G--): Provides technical expertise for specifications and evaluation.
End User Unit: Clarifies project requirements and technical needs.
B-A-C Secretariat: Assists in documentation and compliance tracking.
Other Relevant Officials: Such as the project manager or finance officer, depending on the nature of the procurement.
Typical Agenda:
Overview of the Project: Discuss the objectives, scope, and expected outcomes of the procurement activity.
Validation of Procurement Documents:
Review and finalize the technical specifications, terms of reference, and other bidding documents.
Ensure the procurement timeline is realistic and aligned with project requirements.
Discussion of Procurement Method and A-B-C--: Validate the procurement strategy (for example, public bidding, alternative methods) and confirm the budget sufficiency.
Identification of Risks: Discuss potential issues (for example, vague specifications, legal challenges) and plan mitigation strategies.
Clarifications and Recommendations: Resolve questions or concerns raised by the stakeholders.
Importance in Philippine Government Procurement:
Prevents Delays: Ensures all preparatory work is complete before procurement starts.
Ensures Compliance: Adheres to the principles of transparency, accountability, and fairness required by RA 9184.
Promotes Efficiency: Aligns all stakeholders and eliminates ambiguities, reducing the risk of failed bidding or disputes.
Supports Good Governance: Reinforces the integrity of government procurement, safeguarding public funds.
By conducting a Pre Procurement Conference, the Philippine government ensures that procurement processes are efficient, transparent, and serve the public interest effectively.

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Here Are The Procedural Steps For Procurement By Public Bidding

Opening of Technical (With Eligibility Documents) envelope

Approve Resolution/Issueance  of Notice of Award (L-C-R-B-)