Flow Chart for New Purchase Request

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A logo of a wheat plant Description automatically generated.

A logo of a wheat plant Description automatically generated.

A logo of a wheat plant Description automatically generated.

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

Activity Issuance of Certification AO Recommendation.

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

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

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

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

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

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

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

Activity Inspection & Acceptance Acceptance by End-User.

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

[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..

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

[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.

[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.

[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.

[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.

[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.

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

[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.

[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.

[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.

[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.

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

[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.

[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.