SOP Library
SOP NO:
GS-PD04.A
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
General Services (GS)
Activity:
Purchasing/Inspection and Fixed Asset Disposition (GS-PD)
Title:
Central Office Purchasing System
Date Approved/Issued:
01/13/1988
Date Effective:
01/16/1988
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
B.
Specific Policies
1. ORGANIZATION
1.1 Description and Delination of Functiona; Areas
The Property and Supply Management division of the General Services Directorate has three (3) coordinate yet distinct function areas procurement, inventory (including control and disposition) and maintenance. The development and maintenance of a close interrelationship among the functional areas ensures the prompt, orderly and resposible acquisition, delivery, storage, disposition and payment of property and supply. In envolving system, the PSMD is guided by the principle of getting the value of goods and services at the right price, at the right source and at the oppurtunr time.
The delineation of the functional areas is as follows:
a.
Purchasing Section
This section is responsible for the proper sourcing and documentation of supplies, equipment or services. It is composed of two (2) units, namely:
a.1
Canvassing Unit
This unit is tasked to survey the prevailing market prices by soliciting pricee quotations from accredited suppliers on materials, equipment and services at the most advantageous terms and conditions.
a.2
Purchasing Unit
The uint takes charge of the preparation of purchse orders, letter orders and job orders to effect the acquisition of goods and services. For purposde of reporting, it shall provide to Commission on Audit (CAO) a copy each of approved contracts for any P.O., L.O., or J.O., not later than five days from date of approval of contract (CF. COA Circular 76-24).
b.
Property and Materials Sotrage and Disposition Section
This section is responsible for the effective storage, maintenance and staandarzation of supplies, materials or equipment. It. determines the safety stocks level or recorder point to assume economic order quantity. It comprises two (2) units, namely:
b.1
Property Specification and Control
This unit provides for the development and upgrading of standard specifications and for the control and safety level in the movement of supplies, material, equipment and other semi-expandable items.
b.2
Property Storage
This unit monitors, records and coordinates the transfer in and out of inventory stocks as well as the disposition of obsolete and unserviceable items. It shall likewise submit a weekly report to COA on all deliveries made.
c.
Property Monitoring and Maintenance Section
This section is responsible for monitoring, mainting and insuring fixed asstes through adequate and proressive inventory policies and programs. It is also tasked to safe guard and extend the life span of office equuipment.
1.2 NFA procurement Committee
The Prucurement Committe, which is a special body under the Office of the Admnistrator, shall be responsible for the review and evaluation of purchase, either through negotiations or by tender bidding, amounting to over P50,000,00
The composition of the committee shall be appointive in nature.
1.3 NFA Technical Committee on Proccurement
The Technical Committee shall be responsible for the established of standard specifications on highly technical or specialized supplies and material such as laboratory equipment, constrution and production supplies or equipment. The Technical Committee shall likewise evaluate specifications on alternative items, either reffered to it or on its own, for purchase.
The composition of the Technical Committee shall be appointed by the Administor and
2. Mode of Procurement
x x x
2.1.d
Phone Canvass
Purchase thru phone canvass shall be affected by securing quatations by phone from accredited suppliers and shall be allowed for items amounting to P1,000.00 and below. The NFA Canvasser should inidcate the name and telephone number of the supplier, name of the rwspondent (party taking the call, at Supplier's end) and signature of the Canvasser ib the Abstract of Canvass sheet.
3.
Canvass of Prices
3.1
Means of Determining Prices of the Market
x x x
b.
Use of Request for Quotation
Price qoutation shall be solicited from suppliers through canvass of prices using the Request for Quotation form (cf. Exhibit 5) . . . However, for items worth up to P5, 000.00, open canvass may be allowed.
6. RECIVING AND INSPECTION
x x x
6.1.2 All deliveries shall be subjected to immediate inspection by the Operations and Technical Audit Division, IAD and acceptance by the requistioner, The Inspection and Acceptance Report portions of the respective PO/Lo/JO shall be used. To facilitate processing of documents, certification for inspection by the Technical Inspector shall surffice for expenses under Letter Oreder puechse. (cf. revised LO form). An duplicate copy of the LO, hence shall be retained by the Technical Inspector for file.
7. PAYMENT FOR DELIVERED ITEMS
7.1 Allotment
7.1.1 Purchase of items (PO,LO & JO) classified as Operating Expenses (i.e. supplies and materials) shall be coursed thru the Central Office Accountong Division, DAB for certification as to funds availability. Cost items shall be charged to the Grains Operating Expenses (GOE).
7.1.2 Purchase of items classified aas Capital Outlay (i.e. fixed assets) shall be coursed thru the Budget Division, DAB for funds allotment. Such shall be charged to the Capital OPutlay Fund Account (COF).
9. LEVEL OF AUTHORITY
9.1
Approval of PO/LO
1,000 & below - Purchasing Section
Chief, GSD
Above 1,000 to 10,000 - Property & Supply
Mgmt. Division chief,
GSD
Above 10,000 to 30,000 - Asst. Director, GSD
Above 30,000 to 50,000 - Director, GSD
Above 50,000 to 100,000 - AACA
Above 100,000 to 200,000 - DACa
Above P200,000 - Administrator
9.2
Approval of J.O for Office Furniture & Equipment including Vehicle Repair
1,000 & below - Purchasing Section
Chief, GSD
Above 1,000 to 10,000 - Property & Supply
mgmt. Division Chief,
GSD
Above 10,000 to 30,000 - Asst. Director, GSD
Above 30,000 to 50,000 - Director, GSD
Above 50,000 to 100,000 - AACA
Above 100,000 to 200,00 - DACA
Above P200,000 - Administrator
9.3
Approval of J.O. for Repair/Renovation of Post-Harvest Equipment
20,000 & below - Provincial Manager
Above 20,000 to 100,000 - Regional Director
Above 100,000 to 200,000 - AACA
Above 200,000 - Administrator
9.4 Approval of RIV
For Issue - Chief, PMSD
For Purchase - director, GSD
9.5 Approval/Notation of Cash Advance Slip
Approval - Director, GSD
(regardless of amount)
Noted:
P5,000 and below - Chief, Cash Division
Above P5,000 to P10,000 - Asst. Director
Above P10,000 to P30,000 - Director, DTFM
Above P30,000 - AACA
9.6 Certification of Emergency Purchase
P5,000 and below - (CE) Requisitioning
Director
Above P5,000 to P30,000 - (R) Requisitioning
Director
Director/AACA
(CE) deputy
Administrator
III. RESPONSIBILITIES
IV. FLOW CHART
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EXHIBITS
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