Revised Guidelines on the Procurement of Supplies, Equipment and Services

20 April 2006

MEMORANDUM No. SSC-06-25

All DEANS, DIRECTORS, HEAD OF UNITS

REVISED GUIDELINES ON THE PROCUREMENT OF SUPPLIES, EQUIPMENT AND SERVICES _________________________________________________________________________________________________________________________________________

Deans, Directors and Heads of Units are hereby authorized to procure their supplies, equipment and services under the following guidelines:

1. PROCUREMENT OF SUPPLIES, EQUIPMENT, AND SERVICES WORTH P10,000.00 AND BELOW, THE FOLLOWING DOCUMENTS ARE REQUIRED BEFORE PAYMENT CAN BE MADE:
   • Purchase Request duly approved by the unit head and sufficiently funded.
   • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within (5) working days.
   • Supplier's Invoice (original copy)
   • Acceptance and Inspection Report duly signed by the unit's authorized officer.
   • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly recieved by the SPMO (for equipment only).
2. PROCUREMENT OF SUPPLIES, EQUIPMENT, AND SERVICES WORTH P10,000.00 TO P50,000.00, THE FOLLOWING DOCUMENTS ARE REQUIRED BEFORE PAYMENT CAN BE MADE:
   • Purchase Request duly approved by the unit head and sufficiently funded.
   • Price Quotation from at least three (3) suppliers (to be undertaken by the unit).
   • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
   • Supplier's Invoice (original copy).
   • Acceptance and Inspection Report duly signed by the unit's authorized officer.
   • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).
3. PROCUREMENT OF SUPPLIES AND EQUIPMENT FOR SCIENTIFIC RESEARCHERS AND PROJECTS OTHER THAN ORDINARY AND REGULAR OFFICE SUPPLIES, CHEMICALS AND/OR REAGENTS.
   • Procurement of supplies, equipment, and services worth P10,000.00 and below, the following documents are requied before payment can be made:
     • Purchase Request duly approved by the unit head and sufficiently funded.
     • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
     • Supplier's Invoice (original copy).
     • Acceptance and Inspection Report duly signed by the unit's authorized officer.
     • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).
   • Procurement of supplies, equipment worth P10,000.00 to P250,000.00, the following documents are required before payment can be made:
     • Purchase Request duly approved by the unit head and sufficiently funded.
     • Price Quotation from at least three (3) suppliers (to be undertaken by the unit).
     • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
     • Supplier's Invoice (original copy).
     • Acceptance and Inspection Report duly signed by the unit's authorized officer.
     • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).
   • For Procurement of supplies, equipment worth more than P250, 000.00, the same shall be procured through public bidding through the SPMO. However, alternative methods of procurement may be resorted to upon prior approval by the Chancellor through a letter from the unit justifying the use of alternative method of procurement. After securing approval from the Chancellor, the following documents are required before payment can be made:
     • Purchase Request duly approved by the unit head and sufficiently funded.
     • Price Quotation from at least three (3) suppliers (to be undertaken by the unit).
     • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
     • Supplier's Invoice (original copy).
     • Acceptance and Inspection Report duly signed by the unit's authorized officer.
     • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).
4. PROCUREMENT OF CHEMICALS AND/OR REAGENTS
   • Worth P10,000.00 and below, the following documents are required before payment can be made:
     • Purchase Request duly approved by the unit head and sufficiently funded.
     • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
     • Supplier's Invoice (original copy).
     • Acceptance and Inspection Report duly signed by the unit's authorized officer.
     • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).
   • Worth more than P10,000.00, the following documents are required before payment can be made:
     • Purchase Request duly approved by the unit head and sufficiently funded.
     • Price Quotation from at least three (3) suppliers (to be undertaken by the unit).
     • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
     • Supplier's Invoice (original copy).
     • Acceptance and Inspection Report duly signed by the unit's authorized officer.
     • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).
5. PROCUREMENT SUPPLIES AND MATERIALS FOR FIELDWORK ACTIVITIES
   • Worth P10,000.00 and below, the following documents are required before payment can be made:
     • Purchase Request duly approved by the unit head and sufficiently funded.
     • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
     • Supplier's Invoice (original copy).
     • Acceptance and Inspection Report duly signed by the unit's authorized officer.
     • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).
   • Worth more than P10,000.00, the following documents are required before payment can be made:
     • Purchase Request duly approved by the unit head and sufficiently funded.
     • Price Quotation from at least three (3) suppliers (to be undertaken by the unit).
     • Properly accomplished Purchase Order duly signed by the head of unit and served on the supplier. Copy of the served Purchase Order should be submitted to the Commission on Audit within five (5) working days.
     • Supplier's Invoice (original copy).
     • Acceptance and Inspection Report duly signed by the unit's authorized officer.
     • Acknowledgment Receipt for Equipment (ARE) or Inventory Custodian Slip (ICS) duly received by the SPMO (for equipment only).

All procurements of regular and office supplies and equipment other than the above mentioned shall be done through public bidding through the SPMO.

The Director of the SPMO is hereby authorized to sign Purchase Orders for supplies and equipment worth more than P50,000.00 up to P100,000.00. For supplies and equipment worth more than P100,000.00, the Director of the SPMO shall sign the Purchase Order upon recommendation from the Bids and Awards Committee.

The authority given to the Deans, Directors and Heads of Units under these guidelines notwithstanding , procurement by all units shall be subject to existing accounting and auditing rules and regulations.

For your guidance.

SERGIO S. CAO Chancellor