ACCOUNTING SYSTEM FOR PROCUREMENT
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Transcript ACCOUNTING SYSTEM FOR PROCUREMENT
Receives Disbursement Vouchers from GSO togetherwith
supporting documents –1 min pertransaction
Tracking Numbers –required forAdministrative Officers,
Supply Officers, Dept. Heads, Suppliers to track their
documents
Receiving personnel stampsADVNos,Type of Fund, Date
received on the face of the voucherand to all supporting
documents –5-10 min/transaction
Encodes theADV No. in the Document Tracking System –1
min
Evaluates/Checks as to completeness of supporting documents,
legalityand appropriateness of the procurement/transaction
o 20 min –1 hr/ transaction
o Gasoline –1 hr–2 hr/transaction
o InfrastructureVouchers –1-2 hrs/transactions
Encodes the transaction in the ledgerpersupplier–1 min
Submits document for review
Submits document to City Accountant for
approval
Forward to releasing
Supplies,Rentals,Meals,Gasoline,Equipment,VehiclesandAccessories
CompetitiveBidding
Alternativemodes
o Shopping
o SmallValueProcurement(SVP)
o EmergencyCase
o Twice-Failed
o DirectContracting
o RepeatOrder
Obligation Requests
Purchase Requests
BAC Resolution formode of procurement duly approved by
LCE
ForProcurement of more than 2M –Minutes of PreProcurement Conference
Forprocurement of more than 1M –Minutes of Pre-Bid
Conference
Invitation to Bid –PhilgepsPosting orNewspaper Publication
Bidder’s Technical Documents –esp. Bidder’s Bond
Bidder’s Financial Proposal
Minutes of Bid Opening
Abstract of Bids
BAC Certification forResults of Eligibility Screening
Post Qualification Report
Bid Evaluation Report
BAC Resolution DeclaringWinning Bidder–duly approved
by LCE
Notice ofAward
Notice to Proceed –indicating receipt by the supplier
Performance Security –before signing the Purchase Order
(supplier)
o Cash Bond –5% of contract price
o Bank Guarantee –5 % of contract price
o Surety Bond –30% of contract price
Print-out copy of posting of Notice ofAward, Notice to Proceed
and Contract ofAward in the Philgeps
Warranty Security against manufacturing defects (patent and
latent defects) –10 % of total contract price
o Bank Guarantee
o Authorization to deduct retention
Minimum period of three (3) months, in the case of
expendable supplies, ora minimum of one (1) yearin the
case of non-expendable supplies,AFTER
ACCEPTANCE by the procuring entity of the delivered
supplies
Acceptance&InspectionReport-Datereceivedmustbetheactual
datewhengoodswherereceived
ChargeInvoices
ForPPE
o PropertyIssuanceSlip
o PropertyAcknowledgmentReceipt
ForInventories
o PropertyIssuanceSlip
o InventoryCustodianSlip
ForSupplies
o UtilizationReport
Evidence of Invitation of three (3) observers in all
stages of the procurement process pursuant to section
13.1 of the Revised IRR of R.A. # 9184
Shopping,SVP,RepeatOrder,Twice-FailedBidding,EmergencyCase
o PurchaseRequests
o PurchaseOrders
o BACResolutionformodeofProcurement
o Canvass–atleast3eligiblesuppliers
o AbstractofCanvass
o BACResolutionrecommendingawardofcontractdulyapprovedby
LCE
o Statement of prospective bidderthat it is not blacklisted or
barred from bidding by theGov’torany of its agencies,
offices, corporations orLGU’s –referto BAC Secretariat for
format
o SwornAffidavit of the Bidderthat it is not related to the Head
of Procuring Entity (HOPE) by consanguinity oraffinity up
to the third civil degree –referto BAC Secretariat forformat
Additional Requirements
o Certification of BAC on the failure of
competitive bidding for the second time
o Performance Security
o Warranty Security
Additional Requirement
o Justification as to the necessity of the purchase
Justificationforthenecessityoftheprocurementthatcanonlybedone
throughDirectContracting
BACResolutiondulyapprovedbyLCEforModeofProcurement
BACResolutionwhichstatesthat:
o
Study/surveyhasbeendonetodeterminethattherearenosub-dealersselling at
lowerpricesandforwhichnosuitablesubstitutecanbeobtainedatmore
advantageoustermstothegov’t
o Result of BAC survey (confirmation of exclusivity)
o
o
Copy of letterto selected supplierto submit a price quotation
and conditions of sale
Certificate of ExclusiveDistributorship issued by the principal
underoath and authenticated by the embassy/consulatenearest
the place of the principal, in case of foreign suppliers
Mayor’s Permit
Performance bond
Warranty Security
Copy of the Original Contract used as basis for
repeat order indicating that the original contract
was awarded through public bidding
Certification from the Purchasing Department/Office
that the supplier has complied with all the
requirements under the original contract
Performance Security
Warranty Security
Unitpricesmustbethesameorlowerthanthoseintheoriginal
contract,providedsuchpricesarestillthemostadvantageousto
thegov’tafterpriceverification
Therepeatorderwill notresultinsplitting ofcontracts,
requisitions,orpurchaseorders,asprovidedforinSec.54.1ofthe
RevisedIRRofR.A.9184
Except in cases duly approved by the GPPB, availed only
within six (6) months from the contracteffectivitydate stated in
the Notice to Proceed arising from the original contract, and
Repeat ordershall not exceed 25 % of the quantity of each item
in the originalcontract
Vehicles
o Brochures –technical specifications
o GSIS Insurance Policy
o LTO OR and Certificate of Registration
Repairand maintenance of vehicles
o Latest/updated Vehicle Ledger –history of repair
o Pre-repair evaluation report and approved detailed
plans by the agency showing in sufficient detail the
scope of work/extent of repair to be done
o Waste Materials Report
o Post Repair Inspection
o Certificate ofAcceptance
Certificate of Product Registration from FDA
Certificate of Good Manufacturing Practice from FDA
Batch Release Certificate from FDA
List of Expiry dates duly signed by GSO Inspectorand CHO
Pharmacist
License to Operate
Representation Expense -meetings
o Agenda
o Minutes of the Meeting
o Attendance Sheets –duly certified correct
Training Expense
o Program Design
o Attendance Sheets
Numberofparticipantsandmenu–indicatedin thepurchaserequest
andcanvass
Note:perLFCRes#006-10Seriesof2010
Maximumamountallowedperparticipant/employee
Meals(lunch,dinner)–P250.00
Snacks–P75.00
Schedule
of Pakaon
Billing Statement/Invoice
Delivery Receipts
Acknowledgment from the Brgy.
Captain that lugaw was served in their
area
Sample Cloth
Uniform/Shirt Design
Program Design
Distribution List –duly signed by recipients and
certified correct by Dept. Head/Administrative
Officer
Affidavit of Publication
Copy of Published Issue
Bill/Statement ofAccount
CD in case of TV/Radio Commercial
Complete copy of the building floorplans indicating in shaded
colors the rentable space
Copy of Certificate of Occupancy of the building orappropriate
approved documents showing the date the building was
constructed orage of the building
Complete description of the building as to type, kind and class,
including its component parts and equipment facilities such as,
but not limited to, parking areas, elevators,air-conditioning
systems, firefighting equipments, etc.
Copy of the Masterof Deed Declaration
List of prevailing comparable property within the
vicinity
Vicinity Map
Request for payment
Bill/Invoices
Agency evaluation of equipment utilization
Pertinent data of area of operation
Daily Equipment Utilization Report
Pictures of theActivity/Project
Billing Statment
Certificate
of Completion (if project
was implemented in the Brgy – it
should be signed by the Brgy. Captain)
Accomplishment Report
List of vehicles/equipment rented
OBR, P.R., P.O. –same period as the bills/invoices
GASTA
Statement ofAccounts
Summary List of Gasoline Consumption
note: P.O. must be applicable only for the quarter
canvassed/bidded
Completedescription/specifications(brandname,model,
make/countryoforigin,hp,pistondisplacement,capacity)and
numberofunitsofdumptruckstobeused
Completedescriptions/specifications(agecondition,brand,etc)
andnumberofunitsofallotherequipmentstobeused
Appropriate approved documents containing the terms and
conditions, whetheroperated orbare rental forheavy
equipment, whether pertrip orpackage deal; and other
relevant condition
The designated dumpsite/location
Measurement in kilometers of the total distance covered by one
(1) complete route forall the required routes to be travelled
Estimated volume in cubic meters of garbage to be
hauled from area of operation, including the basis for
such estimates
Accomplishment Report
Request for payment
Contractor’s Bill
Certificate ofAcceptance
Record ofAttendance/Service
HaulingTrips
Summary
Summary of Garbage Collection
Accomplishment
Delivery Receipts of Hauling
Accomplishments
Delivery Receipts
Price Range of Hauling Services
Delivery
Receipts
Statements of Accounts
Schedule of Pakaon
Acknowledgment by the Brgy. Captain
that lugaw was served in their area
Summary of Delivery – indicate place
and plate number
Bidder’s
bond
Original Official Receipt
If
winning bidder
Signed Purchase Order
Performance Bond
If
losing bidder
Waiver from supplier to request for
reconsideration
BAC Certification (losing bidder)
Performance
Bond
Original Official Receipt
Certificate
of Acceptace/Cert. Photocopy
of Acceptance & Inspection Report
Photocopy
of paid voucher or indicate
ADV Number/Check Number
Certification that supplies were fully
utilized/consumed and found free from
patent and latent defects / post
completion reports & inspection report
by CEO that construction has no
defects – Infra Projects.
Pictures
of the Project
Obr – original copy
Letter to COA – 100% completed
Statement of Work Accomplished and Time
Elapsed
Materials Inspection Report
Bar Graph Schedule and S-Curve
Project Accomplishment Statement
Post
Completion Report
Form 171 – Project Inspection Report
Infrastructure Contract
Contractor’s Affidavit
Notice of Award
Notice to Proceed
Letter request from supplier for inspection and
billing
Post Qualification Report
Bid Evaluation Report
Invitation to Bid
Abstract of Bids
Revised
Program of Works
Performance Bond
Bidder’s Bond
BAC Resolution to Award
BAC Certificate of Eligibility
Sketch Plan
Bid Proposal/Detailed Estimates
Change Order/Itemized Revision (if any)
Letter Request of Change Order (if needed)
Suspension
order/Resume Order (if needed)
Computation of Liquidated Damages (if
delayed)
Certificate of Appropriation (from CBO)
Retention – if less than 50%
accomplished = 10% based on amount of the
accomplished portion
If more than 50%accomplished = 5% of the
total contract price
Note:
REIMBURSEMENT
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
OBR
PURCHASEREQUEST
PURCHASEORDER
BACRESOLUTIONASTOMODEOFPROCUREMENT
CANVASSOFPRICES
ABSTRACTOFBIDS/CANVASS
UTILIZATIONREPORT
ACCEPTANCE&INSPECTIONREPORT
REPORTOFDISBURSEMENT
OFFICIALRECEIPTS/CASHINVOICES
MEALS
1.
AGENDA/MINUTES/PROGRAMDESIGN
2.
ATTENDANCE
SPORTINGGOODS
1.
PROGRAMDESIGN
2.
REQUEST/SOLICITATION
3.
ACKNOWLEDGEMENTRECEIPT
4.
DISTRIBUTIONLIST
T-SHIRTS
1. PROGRAM DESIGN
2. DISTRIBUTION LIST
3. ILLUSTRATION
4. SAMPLE OFCLOTH
SUPPLIES
1. REPORT OFUTILIZATION
SEMI-EXPENDABLE SUPPLIES & MATERIALS
1. PROPERTYISSUANCE SLIP
2. INVENTORYCUSTODIAN SLIP
SPARE PARTS, NEWSPAPERS
1. WASTE MATERIALS REPORT
REPAIRS-VEHICLES & EQUIPMENTS
1. PRE-POST REPAIR INSPECTION
2. CERT. OFNORMALWEAR &TEAR
3. A.R.E.
REPAIRS-BLDG.
1. COST ESTIMATE
2. ACCOMPLISHMENT REPORT
End…….