Supply and Property
Management Office
PROCUREMENT PROCEDURES
SPMO
• The Supply and Property Management Office
(SPMO) is one of the offices under the Office of the
Vice Chancellor for Administration (OVCA). It is
composed of three (3) sections: (1) Procurement and
Inspection Section, (2) Property Inventory and
Disposal Section, and (3) Central Storeroom.
SPMO General Functions
• Processing of procurement requests for supplies and
•
•
equipment and their corresponding acquisitions;
Maintenance of inventory stocks of basic/common
office supplies and their issuances to various
requesting units;
Maintaining and updating of University property
database (excluding buildings and library books);
SPMO General Functions
• Disposal of unserviceable properties and
equipment; and
• Processing of GSIS insurance payments for
University properties.
General Requirements on Procurement
• Annual Procurement Plan
• Supplemental Procurement Plan
• Purchase Request duly approved and
sufficiently funded
– Technical specifications
• Price quotations
• Request on mode of procurement
BID FORM
Technical Specifications
BID NO. : 016-12
March 22, 2012
"ENVELOPE A"
UNIT : College of Engineering - TCAGP
s
REQUIRED SPECIFICATIONS
OFFERED SPECIFICATIONS
(write down detailed offered specifications)
REFERENCES
(include supporting
documents)
Ten (10) units branded GPS Receivers (Rovers)
1 Capable of Base and Rover Interchangeability
2 Rover position update rate range = 1 - 20 Hz
3
Rover range from base radio = unrestricted or 2-5 km (13 miles) w/o radio repeater (for RTK) 30km with base radio
4
Rover operation within VRS (Virtual Reference Station)
network
5 Code differential GPS Positioning
a
Horizontal = 0.25 m + 1ppm RMS
b Vertical= 0.50 m + 1ppm RMS
6 STATIC
a. Horizontal = 3mm +1ppm
b. Vertical
= 3.5mm + 0.4ppm
7 KINEMATIC Post Process (PPK)
a. Horizontal = 10mm + 1ppm
b. Vertical =
20mm + 1ppm
8 REAL TIME KINEMATIC (RTK)
a. Horizontal = 8mm + 1ppm
b. Vertical =
15mm + 1ppm
9 OPERATING TIME
a.STATIC at least 5hrs
b. RTK and PPK at least 3hrs
10 Delivery: within 30 calendar days upon receipt of PO
11 Warranty: 1 year
Signature of Representative
Name of Representative
Position
Company
Address
Telephone/Fax/E-mail
COMMENTS/REMARKS
(clarify inclusion/ exclusion)
EVALUATION
PUBLIC BIDDING
• Bidding for goods and services priced below
one (1) million pesos
• Bidding for goods and services priced one (1)
million pesos and above
ALTERNATIVE MODES OF
PROCUREMENT
• Negotiated Procurement
• Limited source Bidding
• Direct Contracting (Single Source
Procurement)
• Repeat Order
• Shopping/Small Value Procurement
As a general rule, procuring entities shall adopt
public bidding as the general mode of
procurement and shall see to it that the
procurement program allows sufficient lead
time for such public bidding. Alternative
methods shall be resorted to only in highly
exceptional cases. (Section 48.2 Implementing Rules
and Regulations of RA 9184).
Bidding for goods and services priced
below one (1) million pesos
END USER/
REQUISITONER
1. Prepares and
submits duly
approved and
funded PR
TECHNICAL
WORKING
GROUP
Prepares
Technical
Specification
2. Submit digital
copy of the
technical
specification to
SPMO
SPMO
BIDS AND
AWARDS
COMMITTEE
Prepares
Invitation to
apply for
Eligibility and
to Bid
Post Invitation
in the
PhilGEPS for
(seven)
7 days
OVCA
Approves/
Disapproves
Bidding
Post
Qualification/
Evaluation
Prepares
Notice of
Award
Serves
Purchase
Order to
Supplier
a. Serves
Notice of
Award to
Supplier;
b. Prepares
and Signs
Purchase
Order
Post Notice of
Award to
PhilGEPS
OFFICE OF THE
CHANCELLOR
Recommends
Approval
Approves/
Disapproves
Bidding for goods and services priced
one (1) million pesos and above
END USER/
REQUISITONER
1. Prepares and
submits duly
approved and
funded PR
TECHNICAL
WORKING
GROUP
Prepares
Technical
Specification
SPMO
Prepares Invitation to
apply for Eligibility and to
Bid
Post Invitation in the
PhilGEPS (on major
publication for ABC more
than 2 million)
2. Submit digital
copy of the
technical
specification to
SPMO
BIDS AND
AWARDS
COMMITTEE
Post
Qualification
Prepares Notice of
Award
Serves
Purchase
Order to
Supplier
a. Serves Notice of
Award to Supplier;
b. Prepares and Signs
Purchase Order
Post Notice of Award to
PhilGEPS
OFFICE OF
THE
CHANCELLOR
Approves/
Disapproves
PreBidding
Approves
Bid Bulletin
Prepares Bid Bulletin
Post Approved Bid
Bulletin (at least seven
days before the
scheduled bidding
OVCA
Bidding
Recommends
Approval
Approves/
Disapproves
ALTERNATIVE MODES OF
PROCUREMENT
Negotiated Procurement
A method of procurement of goods,
infrastructure projects and consulting services,
whereby the procuring entity directly
negotiates a contract with a technically, legally
and financially capable supplier, contractor or
consultant.
Negotiated Procurement
• Where there has been failure of public bidding for the
•
second time;
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
cases where immediate action is necessary to prevent
damage to or loss of life of property, or to restore
vital public services, infrastructure facilities and other
public utilities;
Negotiated Procurement
• Take over of contract;
• Where the subject contract is adjacent or contiguous to
•
•
•
an on-going infrastructure project;
Purchases of goods from another agency of the
government;
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;
Upon prior approval of the President of the Philippines.
END USER/
REQUISITONER
TECHNICAL
WORKING
GROUP
SPMO
BIDS AND
AWARDS
COMMITTEE
Prepares Invitation for
Eligibility and to Bid
OVCA
OFFICE OF
THE
CHANCELLOR
Approves/
Disapproves
Post Invitation in the
PhilGEPS for seven
(7) days
Opening
of Bid
Envelopes
Post
Qualification/
Evaluation
Prepares Notice of
Award
Serves
Purchase
Order to
Supplier
a. Serves Notice of
Award to Supplier;
b. Prepares and Signs
Purchase Order
Post Notice of Award to
PhilGEPS
Recommends
Approval
Approves/
Disapproves
Limited Source Bidding
• Also known as selective bidding.
• Involves direct invitation to bid by the
concerned procuring entity from a set of preselected suppliers or consultants with known
experience and proven capability on the
requirements of the particular contract.
Limited Source Bidding
• May be employed by concerned procuring entities
under any of the following conditions:
– 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 supplier or consultants participating in
the bidding;
Limited Source Bidding
– Procurement of major plant components
where it deemed advantageous to limit the
bidding to known qualified bidders in order
to maintain uniform quality and
performance of the plant as a whole.
Direct Contracting
• Procurement of goods that does not require
elaborate bidding documents.
• The supplier is simply asked to submit a price
quotation or a pro-forma invoice together with
the conditions of sale.
• The offer may be acceptable immediately or
after some negotiations
Direct Contracting
• May be resorted to by concerned procuring
entities under any of the following conditions:
– Procurement of items of proprietary nature which
can be obtained only from the proprietary source,
i.e. when patents, trade secrets and copyrights
prohibits others from manufacturing the same
item;
Direct Contracting
– When the procurement of critical plant
components from a specific manufacturer,
supplier or distributor is a condition
precedent to hold a contractor to guarantee
its project performance, in accordance with
the provisions of its contract;
Direct Contracting
• Those sold by an exclusive dealer or
manufacturer which does not have sub-dealer
selling at lower prices and for which no
suitable substitute can be obtained at more
advantageous terms to the government.
END USER/
REQUISITONER
Prepares and submits
duly approved and
funded Purchase
Request with the
following attachments:
a. quotation/canvass
b. original copy of
certificate of exclusive
distributorship (mother
company).
c. original copy of
certificate of no dealer/
sub-dealer selling at a
lower price (supplier)
d. certificate of no
suitable substitute of
substantially the same
quality available in the
local market. (end-user)
SPMO
OVCA
OFFICE OF THE
CHANCELLOR
Validate authenticity
of certifications "b"
and "c" submitted by
end-user
Prepares :
a. Advertisement/
Notice for posting in
the PhilGEPS; and,
b. Request for
Authority to Negotiate
Purchase (RANP)
Recommends
approval of
Request for
Authority to
Negotiate
Purchase
Approves/
Disapproves
Request for
Authority to
Negotiate
Purchase
Post Advertisement/
Notice in the PhilGEPS
Prepares Purchase
Order
Serves
Purchase
Order to
Supplier
BIDS AND
AWARDS
COMMITTEE
Approves/Signs
Purchase Order up to
P100,000
Post Notice of Award
to PhilGEPS
Approves/Signs
Purchase Order
above P 100,000
up to P1,000,000
Approves/Signs
Purchase Order
P1,000,000 and
above
Repeat Order
• A method of procurement of goods from the
previous winning bidder, whenever there is a
need to replenish goods procured under a
contract previously awarded through
Competitive Bidding.
Repeat Order
• Shall be subject to the following conditions:
– Contract 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 Government after price
verification;
Repeat Order
– The repeat order will not result in splitting of
contracts, requisitions or purchase order;
– The repeat order shall be availed of only within six
(6) months from the date of the Notice to Proceed
arising from the original contract; and
– The repeat order shall not exceed twenty-five
percent (25%) of the quantity of each item in the
original contract.
END USER/
REQUISITONER
Prepares and submits
duly approved and
funded Purchase
Request with the
following attachments:
a. Photocopy of
previous Notice of
Award and Purchase
Order
b. Price quotation/
canvass from the
previously winning
bidder to signify no
change in prices
SPMO
Prepares :
a. Advertisement/ Notice
for posting in the
PhilGEPS; and,
b. Request for
Authority to Negotiate
Purchase (RANP)
OVCA
Approves/
Disapproves:
a. Request for
Authority to
Negotiate Purchase
up to P250.000
b. Notice for posting
in the PhilGEPS
BIDS AND
AWARDS
COMMITTEE
Recommends
approval of
Request for
Authority to
Negotiate
Purchase
P250,000 and
above
OFFICE OF THE
CHANCELLOR
Approves/
Disapproves
Request for
Authority to
Negotiate
Purchase
Post Advertisement/
Notice in the PhilGEPS
Prepares Purchase Order
(PO)
Serves
Purchase
Order to
Supplier
Approves/Signs Purchase
Order up to P100,000
Post Notice of Award
to PhilGEPS
Approves/Signs
Purchase Order
above P 100,000
up to P1,000,000
Approves/Signs
Purchase Order
P1,000,000
and above
Shopping
• A method of procurement of goods whereby
the procuring entity simply requests for the
submission of price quotations for readily
available off-the-shelf good or ordinary/regular
equipment to be procured directly from
suppliers of known qualifications.
Shopping
• This method of procurement shall be employed
only in any of the following cases:
– When there is an unforeseen contingency
requiring immediate purchase. Provided,
however, that the amount shall not exceed
one hundred thousand pesos (P100,000.00)
(50 thousand pesos and below for units)
Shopping
– Procurement of ordinary or regular office supplies
and equipment not available in the Procurement
Service involving an amount not exceeding five
hundred thousand pesos (P500,000): Provided,
however, that the procurement does not result in
splitting of contracts; Provided further, that at least
three (3) price quotations from bona fide suppliers
shall be obtained.
Ordinary and Regular Office Supplies
• Include those supplies, commodities, or
materials which, depending on the procuring
entity’s mandate and nature of operations, are
necessary in the transaction of its official
businesses, and consumed in the day-to-day
operations of said procuring entity. However,
office supplies shall not include services such as
repair and maintenance of equipment and
furniture, as well as trucking, hauling, janitorial,
security, and related or analogous services.
Small-value Procurement
• Where the procurement does not fall under Shopping
The procuring entity shall draw up a list of at least three
(3) suppliers, contractors, or consultants of known
qualifications which will be invited to submit proposals,
in the case of goods and infrastructure projects, or
curriculum vitae, in the case of consulting services.
(Submission of Proof for Quotation)
END USER/
REQUISITONER
a. Prepares and submits
duly approved and
funded PR.
b. Submit at least (3)
quotations,RFQ from
reputable suppliers.
Evaluates, or necessary
coordinates with the TWG
for evaluation of
submitted additional
quotations from PhilGEPS
posting
SPMO
Prepares :
a. Advertisement/ Notice for
posting in the PhilGEPS; and,
b. Request for Authority to
Negotiate Purchase (RANP)
OVCA
Approves/ Disapproves:
a. Request for Authority
to Negotiate Purchase up
to P500,000
b. Notice for posting in
the PhilGEPS
Post Advertisement/Notice in
the PhilGEPS for seven
(7) days
Prepares Purchase Order and
Abstract of Prices
Serves
Purchase
Order to
Supplier
Approves/Signs Purchase
Order up to P100,000
Post Notice of Award to
PhilGEPS
Approves/Signs Purchase
Order above P 100,000 up
to 1,000,000.00
Splitting of Contracts
• Prohibition against splitting of Requisitions,
Purchase, Letters, and Payment.
Splitting in its literal sense is dividing or breaking up
into separate parts or portions or an act, which results in
fissure, rupture, and breach. It is often resorted in order
to avoid, or circumvent control measures promulgated
by the government, more especially, the review by
higher officials of transactions of operating units.
Forms of Splitting
• 1. Requisitions – non-consolidation of requisitions for
one or more items needed at or about the same time
by the requisitioner
2. Purchase orders (PO)- issuance of 2 or more POs
based on 2 or more requisitions for the same or about
the same time by different requisitioners
3. Payment- making 2 or more payments for one or
more items involving one PO.
Why splitting?
• Splitting requisitions and purchase orders to
avoid inspection of deliveries;
• Splitting of requisitions and purchase orders to
avoid action, review or approval of higher
authorities; and
• Splitting of requisitions to avoid public
bidding