SOP Library
SOP NO:
GS-PD12
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
General Services (GS)
Activity:
Purchasing/Inspection and Fixed Asset Disposition (GS-PD)
Title:
Revised SOP on the Accreditation of NFA Suppliers and Service Contractors
Date Approved/Issued:
11/07/1996
Date Effective:
11/15/1996
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. Accreditation of NFA Suppliers and Service Contractors.
1. Suppliers and Service Contractors who would like to participate in NFA's sealed canvass mode of purchasing shall apply for accreditation with the agency. (NFA may conduct phone canvass and open canvass among non-accredited suppliers). Public bidding shall be opened only to NFA accredited suppliers and service contractors at the time of bidding.
2. Accreditation of NFA Suppliers and service contractors shall be undertaken yearly or as the need arises as requested by concerned PBACs. It shall be conducted by an Accreditation Team/Working Group composed of the following:
2.1 Central office
Accreditation Committee:
Director, GSD - Chairman
Director, DLA - Vice Chairman
Rep. of the Office of the
Administrator - member
IAS Rep. - member
Working Group:
Head - Chief, PMSD
ODAFA Rep. - member
AAFA Rep. - member
DAS Rep. - member
DLA Rep. - member
2.2 Field Office
Region/Province -
RM/PM/OIC - Chairman
RAO/PAO - Member
Accounting Section Rep. - Member
Supply Officer - Member
Reg'l/Prov'l - Member
Investigator
3. Interested suppliers and service contractors shall file their applications and submit the necessary accreditation requirements listed in Annex A to the Accreditation Team thru the General Services Department/Regional /Provincial Administrative Office.
4. Accredited suppliers and service contractors shall be issued a Certificate of Accreditation. The Certificate shall be effective for one (1) year from the date of its issuance. It shall be renewed upon submission of required documents and provided the suppliers/service contractors continue to satisfy the evaluation criteria. NFA shall not transact with previously accredited suppliers and contractors whose certificates have expired.
B. Evaluation Criteria
Only those suppliers/service contractors with complete requirements shall be evaluated.
1. The Accreditation Team shall evaluate the supplier/service contractor applicants based on the following criteria:
1.1 Size of the Firm
Suppliers/Service contractors should meet the following required minimum paid-up capitalization as a gauge of its financial capability in handling NFA supplies and general administrative services requirements.
1.1.1 Supplies and Materials
Sole Proprietorship 50,000.00
Partnership 150,000.00
Corporation 500,000.00
1.1.2 Equipment
Administrative 500,000.00
Operational 1,000.000.00
1.1.3 Services 50,000.00
Depending on the amount of supplies, materials, equipment and services to be purchased/contracted by the agency, NFA reserves the right to shortlist the number of accredited suppliers/contractors based on their paid-up capitalization.
1.2 Number of Years in Business
Suppliers/Service contractors applying for accreditation should be from a legitimate/reputable firm, a manufacturer or established supplier/dealer of particular commodity and competent in the line of business. They should have been in the business for at least two years. The Accreditation Team shall have the business office inspected to verify existence of supplier's/service contractor's business. The store/office shall be photographed as proof that the business actually exists.
1.3 Location
The supplier's/service contractor's business location should be accessible to transportation and preferably within Metro Manila /the Province to ensure delivery of goods and services at the earliest time possible.
1.4 Performance
Some suppliers/service contractors applying for accreditation have previously done business with NFA. A review of their performance as to quality, quantity, delivery, cost and after-sales service warranty should be undertaken.
C. The Chairman of the Accreditation Team shall approve all applications for accreditation which pass the evaluation criteria.
D. Disqualification from Accreditation
Suppliers/service contractors who failed to meet the evaluation criteria shall be disqualified from accreditation.
E. Classification of Suppliers/Service Contractors
1. Suppliers and service contractors shall be grouped and classified according to the line of product being carried/sold as applicable to facilitate records filing and retrieval.
Group A: Supplies and Materials
CLASSIFICATION
I. - Accountable Forms
II - Office Supplies
III - Gas and Oil
IV - Fertilizer, Pest Control and other Chemical Supplies
V - Dental and Medical Supplies
VI - Warehouse Supplies and Materials
VII - Machinery, Transportation Communication Parts
VIII - Construction Supplies and Materials
IX - Store Supplies
X - Others
Group B: Equipment
CLASSIFICATION
B.1 Administrative
I - Office Equipment
II - Furniture and Fixture
III - Watercraft and Appurtenances
IV - Wood Working Equipment
V - Fire-fighting Equipment
VI - Communication System Equipment
VII - Aircraft Appurtenances
VIII - Medical and Dental Equipment
IX - Audiovisual Equipment and Accessories
X - Others
B.2 Operational
I - Post-Harvest Facilities
II - Motor Vehicles and Land Transportation Equipment
III - Construction Equipment and Accessories
IV - Radio Communication Equipment
V - Laboratory Equipmet
VI - Others
Group C: Services
CLASSIFICATION
I - Janitorial
II - Office Equipment Repair/Maintenance
III - Pest Control/Insecticides
IV - Building/Office Beautification
V - Employees' Uniform/Draperies Making
VI - Carpet Shampooing
VII - Upholstery
VIII - Others
2. In the event that a supplier/service contractor carries various types of commodities and/or services, his records shall fall under the major product/service being carried/sold.
F. Blacklisting of Suppliers and Service Contractors
Blacklisting of suppliers and service contractors shall be upon the recommendation of the Committee on Bids and Awards (CBA) or the General Services Department (GSD).
G. Updating of Masterlist and Requirements File
1. The Accreditation Team shall come up with a Masterlist of all duly accredited NFA suppliers and service contractors. This shall be prepared according to the lines of business as grouped and classified above and shall contain the following information:
1.1 Name of Supplier/Service contractor
1.2 Name of Owner/President/General Manager
1.3 Telephone Number /Fax No.
1.4 Business Address
1.5 Branch/es Addresses
1.6 Other Commodities/Products/Services Handled
2. The Masterlist shall be distributed to the following offices and shall be maintained and used as reference in purchasing and contracting of NFA supplies, materials, equipment and general administrative services.
2.1 Central Office
2.1.1 Purchasing Section/PSMD (GSD)
2.2.2 General Accounting Division, (DAS)
2.2.3 Committee on Bids and Awards
2.2.4 Committee on Sealed Bids
2.2 Field Office
2.2.1 Regional Administrative and General Services Unit
2.2.2 Provincial Administrative and General Services Unit
2.2.3 Provincial Accounting Unit
3. Accordingly, files containing individual sets of accreditation requirements of each accredited NFA supplier and service contractor shall be maintained and updating of same shall be regularly monitored by the Purchasing Section/Administrative and General Services Unit and shall be reported to the Accreditation Team.
III. DETAILED RESPONSIBILITIES
A. Working Group
1. Assists the Accreditation Team in the accreditation of NFA suppliers and service contractors.
1.1 Sends out Letter-Invitation (Exhibit A) for accreditation to prospective suppliers and service contractors.
1.2 Screens accreditation requirements submitted by applicants
1.3 Evaluates applicants applying for accreditation per established evaluation criteria.
1.4 Disseminates/Informs applicants onthe results of the evaluation (Exhibits C & D)
2. Delists accredited NFA suppliers and service contractors who fail to submit updated documents as required.
3. Prepares and updates Masterlist (Exhibit E) and Requirements File (Exhibit F) of accredited NFA suppliers and service contractors and furnishes updated masterlist to concerned offices.
B. Purchasing Section (C.O. - GSD)/Administrative and General Services Unit (P.O.)
1. Participates in the conduct of accreditation of NFA suppliers and service contractors.
2. Files Masterlist and Requirements of Accredited NFA Suppliers and Service contractors for reference in purchasing/contracting NFA supplies, materials, equipment and services.
The Working Group shall inform the supplier/service contractor of his/her duties and obligations as follows:
1. Files Application for Accreditation (Exhibit B) to the Accreditation Team through the General Services Department/Provincial Administrative and General Services Unit.
2. Submits requirements for accreditation.
3. Updates required documents prior to expiration date and submits the same to the Accreditation Team.
4. Participates in sealed canvass bidding of NFA supplies and materials.
The foregoing SOP/guidelines amends/supersedes SOP No. GS-PD07 issued on 25 May 1987.
All rulings and/or issuances inconsistent herewith are hereby superseded.
This SOP shall take effect this
15th of November 1996.
Date Approved:
November 7, 1996.
III. RESPONSIBILITIES
IV. FLOW CHART
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EXHIBITS
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